Why You’ll Love This Job
The Clinical Operations Coordinator supports the daily operational efficiency of the clinic by managing key administrative, clinical, and patient‑facing processes. This role ensures accurate billing workflows, organized clinical operations, and timely coordination of essential tasks across multiple locations. While this position may be based near any of our nine clinic locations, regular presence in our Denison office (2–3 days per week) is required to support onsite operational needs. Working under the direct oversight of the Clinical Operations Director and corresponding owner, this position plays a vital part in maintaining smooth clinic function, high‑quality patient experiences, and consistent operational standards.
Responsibilities
Responsibilities include, but are not limited to:
Billing Support:
• Review patient accounts for duplicate statements or credits; print, prepare, and mail patient statements.
• Manage billing tasks and related correspondence.
• Post payments received via mail, Text2Pay, QR code, credit cards, and secondary insurance checks.
• Complete daily mail processing and Post Office runs.
• Bank deposit confirmations.
• Petty cash management.
Vendor & Product Coordination:
• Manage contact lens reconciliation statements.
• Oversee clinical supply requests, sales product needs, and staff‑submitted supply orders.
• Coordinate inventory management for clinical supplies and OTC products.
• Submit manufacturer coupons for reimbursement.
Systems & Records Management:
• Oversee the Technician Highlight system and collect required data for multiple clinics.
• Coordinate medical records requests in collaboration with front desk staff.
• Mark deceased patients, deactivate accounts, and verify outstanding balances.
• Merge duplicate patient accounts and assist with maintaining accurate patient demographic information.
• Create and update clinical operations forms as needed.
• Assist in composing protocol documents.
• Assist in training.
• Assist with MIPS.
Scheduling & Communication:
• Maintain and update the Google Calendar for traveling technician schedules in partnership with traveling tech staff.
Skills & Qualifications
Qualifications:
• Associate degree (2‑year degree) required; additional healthcare‑related experience is a plus.
• Proficiency with office and practice‑management software (e.g., Microsoft Office Suite, Google Workspace, RevolutionEHR helpful).
• Strong organizational skills with exceptional attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Discretion and confidentiality when handling patient information.
• Familiarity with clinical operations, billing workflows, or healthcare administration is beneficial.
Working Environment:
The Clinical Operations Coordinator works in a clinical office setting and collaborates closely with technicians, front desk staff, providers, and administrative leadership. The role involves regular use of computers, phones, and standard office equipment, as well as coordination across multiple clinic locations.
Company Culture:
Our organization values teamwork, integrity, and a positive work environment. We support professional growth and encourage continuous learning, collaboration, and operational excellence.
Type: Full Time (Hourly)