Clinical Operations & Patient Care Coordinator Wellspring Clinic - Bel Air, Maryland Full-Time |

On-Site Pay:

$23.00-$28.00 per hour, depending on experience and qualifications About Wellspring Clinic Wellspring Clinic is an independent outpatient medical practice in Bel Air, Maryland providing Physical Medicine & Rehabilitation (PM&R), pain management, musculoskeletal care, primary care services, EMG/NCS testing, Botox treatment, ultrasound-guided procedures, and other office-based medical services. We are looking for an unusually capable, organized, and intellectually curious person to join our team as a Clinical Operations & Patient Care Coordinator . This is not a traditional receptionist position and it is not primarily a hands-on medical assistant position. It is an excellent opportunity for someone who enjoys medicine, problem-solving, technology, organization, and patient interaction and who is able to take a problem from beginning to end rather than simply pass it to someone else. Position Summary The Clinical Operations & Patient Care Coordinator helps keep the medical practice functioning behind the scenes. Responsibilities include medication prior authorizations, obtaining laboratory and imaging results, referral coordination, managing clinical administrative tasks, processing incoming faxes and communications, preparing information needed for upcoming appointments, resolving administrative problems, assisting patients, and providing front-office support when needed. The successful candidate will be comfortable working with computers, electronic medical records, insurance portals, spreadsheets, digital tools, and appropriate AI-assisted productivity tools. This position requires excellent judgment, follow-through, written communication, and attention to detail. Primary Responsibilities Complete and track medication prior authorizations Follow up on pending authorizations and identify missing information Obtain laboratory, imaging, consultation, and other medical records needed for upcoming visits Prepare relevant results and documents for clinicians before appointments Review and appropriately route incoming faxes and clinical administrative communications Track referrals and outstanding documentation Communicate with pharmacies, insurance companies, medical facilities, and referring offices Assist with specialty-medication and Botox authorization workflows Help resolve administrative problems that could otherwise delay patient care Maintain organized task lists and follow outstanding items through completion Assist with patient telephone or portal communication within the scope of the position Support physicians and advanced practice providers with nonclinical administrative tasks Help develop and improve office forms, templates, checklists, spreadsheets, and workflows Use approved computer and AI-based tools to improve efficiency while maintaining patient confidentiality and clinic privacy requirements Assist with patient check-in, checkout, scheduling, and front-office coverage as needed Provide additional front-desk coverage particularly on Thursdays and Fridays when required Collect copays when covering the front desk Work collaboratively with on-site and virtual staff Identify problems early and escalate clinical matters appropriately rather than attempting to make clinical decisions independently Who We Are Looking For This position is well suited to someone with strong executive functioning who can manage multiple responsibilities without losing track of details. We are particularly interested in candidates with backgrounds in biology, health sciences, public health, psychology, neuroscience, healthcare administration, pre-medicine, pre-physician assistant studies, pre-nursing or allied health, or other rigorous academic or professional programs. Education and Experience Associate degree or higher preferred , particularly in health sciences, biology, psychology, public health, healthcare administration, business, or a related field Bachelor's degree is welcomed but not required Candidates with substantial medical-office, healthcare, insurance, pharmacy, or clinical administrative experience may be considered in place of a formal degree Strong computer skills, written communication, organization, judgment, and demonstrated ability to learn complex workflows are more important than a specific academic major Candidates taking one or more years before medical school, PA school, nursing school, graduate school, or another health-professional program are welcome to apply. We are looking for someone who can make a meaningful commitment to the position and take genuine ownership of the work while employed at Wellspring. Required Skills Excellent computer skills Ability to learn new software quickly Strong written and verbal communication Excellent attention to detail Ability to prioritize competing demands Ability to follow a problem through to resolution Professional telephone and patient-interaction skills Strong reading comprehension Ability to work with medical terminology and learn unfamiliar clinical concepts Appropriate judgment regarding confidential medical information Dependability and strong attendance Willingness to help where needed in a small medical practice Ability to accept feedback and correct errors without defensiveness Ability to take responsibility for assigned work Preferred Qualifications Associates degree required Bachelor's degree preferred Previous medical-office, healthcare, research, insurance, pharmacy, or patient-care experience Familiarity with electronic medical records Experience with insurance portals or prior authorizations Experience with Microsoft Office, Google Workspace, spreadsheets, Canva, or similar productivity applications Experience using AI-assisted productivity tools appropriately Familiarity with Practice Fusion is helpful but not required What Success Looks Like A successful person in this position does not simply say, "I sent the message" or "I thought someone else was handling it." Instead, this person asks: What needs to happen next, who needs this information, what is still outstanding, and how do I make sure this gets completed? We are looking for someone who is bright, conscientious, resourceful, kind to patients, comfortable with technology, and interested in understanding how a complex outpatient medical practice actually works. Learning Opportunity Because Wellspring provides PM&R, pain management, primary care, electrodiagnostic testing, musculoskeletal care, Botox treatment, and office-based procedures, the position offers substantial exposure to real-world outpatient medicine and healthcare operations. For applicants considering careers in medicine, PA practice, nursing, healthcare administration, or other health professions, this position can provide meaningful experience with clinical workflows, insurance and prior-authorization systems, medical documentation, physician-practice operations, patient communication, referral systems, specialty medication management, healthcare technology, and quality improvement. This is employment rather than a shadowing or internship position, and the employee will be expected to contribute meaningfully to the daily operation of the practice.

Compensation and Benefits Hourly pay:

$24.00-$28.00 per hour, depending on education, experience, and demonstrated capabilities Paid time off (PTO) Paid major holidays Employer-sponsored retirement plan: Wellspring currently offers a SIMPLE IRA and anticipates transitioning to a 401(k) plan in 2027, subject to plan eligibility requirements No employer-sponsored group health insurance is currently offered Any overtime or other compensation will be provided in accordance with applicable law and clinic policy Application Please submit a resume and a brief statement explaining why this particular position interests you. Applicants selected for an interview may be asked to complete a short problem-solving exercise involving simulated medical-office scenarios, organization, written communication, and prioritization. We are interested not only in what applicants have done previously, but also in how they think, organize information, communicate, and solve problems.

Pay:

$23.00 - $28.00 per hour

Work Location:

In person