Clinic Administrative & Scheduling Specialist

Family-; City of Ithaca (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Family- is seeking a Clinic Administrative Coordinator to support daily operations, greet visitors, manage intake paperwork, and ensure smooth billing coordination. You will handle calls, direct inquiries, and assist with data in the EMR system while upholding HIPAA standards.

The role requires 1–2 years of admin experience, strong communication, and reliability to work onsite during office hours at our Ithaca, NY location.

Qualifications

• High school diploma or equivalent.
• 1–2 years of administrative, reception, or office support experience in a fast-paced environment.
• Strong customer-service skills, including clear professional communication with clients, staff, and partners.
• Proficiency with computers, data entry, email, scheduling systems, and basic office software.
• Reliable, punctual, and able to work onsite during scheduled office hours.

Responsibilities

• Answer and direct all incoming calls, taking messages as needed.
• Greet visitors; oversee the waiting area and public-facing spaces.
• Assist new clients with intake paperwork and explain co-payment or private pay responsibilities.
• Refer benefit-eligible or delinquent accounts to the billing department for consultation.
• Collect and post co-payments in the billing database; reconcile daily cash.
• Schedule clinical appointments, enter data accurately, and make follow-up calls as requested.
• Sort and distribute incoming mail and faxes; assist with outgoing faxes and scanning as needed.
• Enter client information into the electronic health record accurately and timely.
• Coordinate meetings and schedules for clinic staff (e.g., quarterly schedules, cancellation lists).
• Provide administrative support, including maintaining staff contact lists, on-call schedules, and supply orders; backup for other admin positions.
• Adhere to professional standards, agency policies, and HIPAA requirements.
• Other assignments may be added by the Clinic Office Manager.

Skills

Customer service

Data entry

Scheduling systems

Office coordination

Communication

Education

High school diploma

Associate degree or higher

Tools

EMR/EHR

Billing databases

Scheduling systems

Paylocity

Job description

Family- is seeking a Clinic Administrative Coordinator to support daily operations, greet visitors, manage intake paperwork, and ensure smooth billing coordination. You will handle calls, direct inquiries, and assist with data in the EMR system while upholding HIPAA standards.

The role requires 1–2 years of admin experience, strong communication, and reliability to work onsite during office hours at our Ithaca, NY location.