Clinic Admin Specialist

Position Summary The Wellness Clinic Specialist serves as the primary point of contact for new patients entering clinic-based services. This role is responsible for managing intake workflows, scheduling, documentation, and communication to ensure a smooth and compliant onboarding experience. Key ResponsibilitiesResponsibility 1: New Patient Intake and Front Desk Support

• Serve as primary coverage for new patient clinic calls and inquiries
• Check new patient consents and required documentation on the day of service
• Coordinate intake workflows for new clinic patients and manage clinic webforms
• Serve as backup support for new patient programming and other front office needs as required Responsibility 2: Scheduling and Clearance Coordination
• Review ketamine clearances and schedule appointments as appropriate
• Schedule qEEG appointments
• Coordinate clinic appointments in alignment with provider availability and clinical guidance
• Escalate scheduling or clearance issues to the supervisor as needed Responsibility 3: Documentation, Forms, and Communication
• Check for patient questionnaires (day of, next day, and 48 hours out)
• Check and respond to general inbox, fax, and e-fax communications
• Ensure accurate and timely documentation in clinical and CRM systems
• Maintain confidentiality and HIPAA-compliant handling of patient information Responsibility 4: Clinical Workflow Alignment
• Follow established clinical intake protocols and workflows
• Communicate workflow issues, patient concerns, or documentation gaps promptly
• Collaborate with clinical and administrative teams to ensure continuity of care Other responsibilities as determined by the employer, which will be aligned with the scope of the role and discussed in advance

Qualifications Required:

• High school diploma or equivalent (GED)
• Excellent organizational, communication, and interpersonal skills
• Ability to manage multiple tasks in a fast-paced, patient-facing environment

Preferred:

• Associate's or Bachelor's degree in healthcare administration, psychology, social sciences, business or a related field
• Experience in healthcare intake, front office, or clinic coordination
• Familiarity with scheduling systems, EHRs, or CRM platforms Core Competencies
• Patient Centered Service
• Attention to Detail
• Time Management
• Problem Solving
• Collaboration
• Clear and Professional Communication
• Adherence to Clinical Protocols Language Skills Fluent in English Mathematical Skills Basic math skills, adding, subtracting, multiplying, and dividing.

Reasoning Ability An ability to identify, evaluate, and address barriers and challenges that arise, provide potential solutions and adjustments, as well as participate in the resolution of said challenges. Certificates, Licenses, Registrations None required Physical Demands The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pay:

$20.00 - $25.00 per hour

Benefits:

401(k) 401(k) matching Employee discount Health insurance On-the-job training Paid sick time Paid time off

Work Location:

In person