A Clinical Coordinator coordinates operations and oversees medical assisting staff in a clinic or medical department. Responsibilities include supervision of day-to-day operations, management of business aspects, HR duties within the team.
The Medical Practice Coordinator is responsible for the daily administrative and operational management of Harmony Health & Wellness Center, ensuring efficient clinic operations, exceptional patient service, regulatory compliance, and provider support. This position oversees front office operations, coordinates clinical workflows, supports administrative operations, and serves as the primary liaison between providers, patients, leadership, and external partners. As part of Positively U, Inc., the Medical Practice Coordinator plays a key role in advancing the organization's mission of providing compassionate, high-quality, and equitable healthcare services, including primary care, HIV prevention and treatment, wellness services, IV hydration, and community-based healthcare initiatives.
Location:
The primary work location is Winter Haven, FL, with occasional travel to Tampa, FL as needed.
Hours:
Monday -
Wednesday:
8:30 a.m. to 2:30 p.m.,
Thursday:
10:00 a.m. to 4:00 p.m., &
Friday:
Off Essential Functions Practice Operations Coordinate the daily operations of the medical practice to ensure efficient patient flow and high-quality patient care. Monitor clinic schedules, provider productivity, and appointment availability. Ensure exam rooms, supplies, and equipment are properly maintained and operational. Develop and improve office workflows and standard operating procedures. Coordinate facility maintenance and vendor relationships. Support implementation of new programs, clinical initiatives, and operational improvements. Serve as the primary point of contact for day-to-day operational issues and coordinate timely resolution with leadership, providers, vendors, and support departments. Collaborate with leadership and clinical staff to monitor inventory levels, identify supply needs, and coordinate purchasing requests to ensure the clinic remains appropriately stocked. Team Coordination Serve as the primary administrative resource for day-to-day office operations and workflow coordination. Assist with onboarding and orientation of new administrative and clinical staff by providing office-specific training and resources. Facilitate communication between providers, administrative staff, leadership, and external partners to support efficient clinic operations. Coordinate office logistics, supply needs, and operational follow-up to ensure continuity of daily operations. Promote teamwork, professionalism, accountability, and exceptional customer service throughout the practice. Patient Experience Ensure every patient receives exceptional customer service from scheduling through checkout. Resolve patient concerns, complaints, and service recovery issues professionally. Monitor patient satisfaction and recommend improvements. Maintain patient confidentiality in accordance with HIPAA regulations. Provider Support Coordinate provider schedules, templates, and clinic coverage. Assist providers with administrative needs to maximize productivity. Work collaboratively with medical assistants, nurses, and providers to ensure smooth clinic operations. Coordinate referrals, prior authorizations, and specialty care follow-up when needed. Revenue Cycle, Documentation & Quality Assurance Review daily, weekly, and monthly operational reports to monitor practice performance. Conduct routine audits of patient records to ensure documentation is complete, accurate, and compliant with organizational, payer, and regulatory requirements. Verify that provider medical records, encounters, and clinical notes are completed, signed, and closed within established timeframes. Monitor outstanding encounters, unsigned notes, and incomplete documentation, following up with providers as needed. Review billing work queues to ensure charges are entered accurately and submitted timely. Assist with auditing claims, payments, denials, adjustments, and reimbursement trends, escalating issues as appropriate. Reconcile billing and payment reports with the billing department or third-party billing vendor to identify discrepancies. Monitor insurance verification, eligibility, referrals, prior authorizations, and documentation required for reimbursement. Ensure provider documentation supports billed services and complies with payer, Medicare, Medicaid, and commercial insurance guidelines. Collaborate with billing staff and leadership to resolve claim edits, denials, and documentation deficiencies. Prepare operational and compliance reports for leadership and participate in internal and external audits. Recommend and implement workflow improvements that strengthen documentation accuracy, revenue cycle performance, and regulatory compliance. Community & Organizational Support Represent Harmony Health & Wellness Center professionally with community partners and stakeholders. Support outreach initiatives, health fairs, wellness events, and community engagement activities. Collaborate with Positively U leadership on strategic initiatives that expand access to care. Uphold a welcoming, stigma-free environment for all patients, including those impacted by HIV, chronic illness, or social barriers. Knowledge, Skills, and Abilities Excellent verbal and written communication skills, including strong interpersonal and organizational skills. Ability to work independently and as part of an integrated team. Ability to work effectively and efficiently in a fast-paced and changing environment, and skilled at multi-tasking. Strong and proficient skills in Microsoft PC (Word, Excel, Outlook and PowerPoint) including electronic medical records systems. Strong proficiency with EHR/EMR systems, preferably
ECW Core Competencies Customer Service:
This role is often the first contact a client has with patients and must therefore demonstrate exemplary customer service to ensure a positive patient experience. This includes engaging patients, being receptive and responsive to their needs, and appropriately addressing any patient questions or concerns.
Effective Communication:
This role must communicate effectively and respectfully with patients and clinic staff in person, via phone, via email, and via EHR system messaging. They should be able to listen effectively and express themselves in a clear and articulate manner.
Information Collection & Management:
This role must be able to collect, organize, and monitor data accurately and efficiently. This data includes Protected Health Information (PHI), which must be handled in compliance with the Health Insurance Portability & Accountability Act (HIPAA).
Multi-Tasking & Adaptability:
The role must be able to multi-task and adjust their approach to meet changing demands and stressful situations to maintain clinic flow while simultaneously addressing patient needs.
Personal & Professional Ethics:
This role must have integrity and honesty as this position is patient-facing. Adherence to professional ethics as delineated by Positively U and federal regulations (e.g. HIPAA) is required. Education, Experience, & Requirements Required Associate degree in Healthcare Administration, Business Administration, Public Health, or a related field (Bachelor's preferred). Minimum of three (3) years of experience in a medical office or outpatient healthcare setting. At least two (2) years of experience coordinating healthcare operations, leading projects, or serving in a senior administrative role within a medical practice. Knowledge of medical terminology and healthcare operations. Strong experience with electronic health records systems (EHR/EMR). Strong organizational, communication, and problem-solving skills. Proficiency in Microsoft Office Suite. Preferred Experience in primary care, infectious disease, HIV care, or community health. Experience with eClinicalWorks (eCW). Experience with quality improvement initiatives. Must be willing and able to travel to Tampa, FL on an as-needed basis to support clinic and clinic activities.
Pay:
$25.00 - $30.00 per hour Application Question(s): Do you have at least two (2) years of experience coordinating healthcare operations, leading projects, or serving in a senior administrative role within a medical practice? If so, how many years? Do you have at least an Associate degree in Healthcare Administration, Business Administration, Public Health, or a related field? If so, name the degree. Are you comfortable with the working hours listed? Are you willing and able to travel to Tampa, FL on an as-needed basis to support clinic and clinic activities?
Education:
Associate (Required)
Experience:
medical office or outpatient healthcare : 3 years (Required) EHR systems: 3 years (Required) primary care or community health: 1 year (Preferred) Ability to
