Clinic Operations Coordinator

Sunstone Therapies; Rockville (MD); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement savings plan

Paid time off

Job summary

Sunstone Therapies is seeking a Clinic Operations Coordinator in Rockville, MD to manage front office operations and patient coordination. The role supports scheduling, insurance authorization, and billing liaison activities while ensuring a welcoming, efficient clinical environment.

The position reports to the Practice Administrator and requires a proactive, detail-oriented individual with healthcare experience. Schedule is Monday–Friday, onsite at Rockville location.

Qualifications

• High school diploma or equivalent required; an associate degree in healthcare administration or related field preferred.
• Two+ years in healthcare practice, medical office, or other customer-facing setting.
• Strong administrative and organizational skills with attention to detail.
• Proficiency with Microsoft Office and ability to learn new healthcare software.

Responsibilities

• Serve as the primary front-office representative for the clinic, greeting patients professionally.
• Manage front desk operations: phones, inquiries, mail, deliveries, scheduling support.
• Coordinate patient appointments and ensure scheduling accuracy for providers.
• Coordinate insurance authorization activities and billing liaison tasks.
• Maintain accurate patient records and support administrative documentation processes.
• Support clinic readiness and inventory and assist with quality assurance activities.

Skills

Customer service

Scheduling

Administrative support

Microsoft Office

EMR/EHR systems

Education

High school diploma

Associate degree in healthcare administration or related field

Tools

Practice management software

EMR/EHR scheduling software

Job description

Sunstone Therapies Clinic Operations Coordinator Rockville, MD·Full time

The Clinic Operations Coordinator serves as the primary front-office representative for Sunstone Therapies, supporting patients throughout their experience while ensuring the smooth day-to-day operation of the practice. This role combines front office operations, patient coordination, scheduling support, insurance authorization coordination, billing liaison activities, and administrative quality support to help deliver an exceptional patient experience.

About Sunstone Therapies

We exist to accelerate on-the-ground learning and operations necessary to approve and scale psychedelic therapies in the medical setting. The Sunstone team was brought together by shared compassion for those who suffer and a genuine wish to broaden their access to treatment.Our backgrounds in medicine, business, and design provide us with unique perspectives and skills necessary to define the standards of patient experience.Our values guide us in everything we do: Bring Forth Healing + Work with Rigor + Care for the Team + Learn and Grow + Innovate Boldly.In service to Sunstone’s vision of Whole Person Healing for All, all of our team members play a key role in Sunstone’s ability to deliver on its vision with Love and Rigor.

Description

Clinic Operations Coordinator

Location: Onsite – Rockville, Maryland

Schedule: Monday–Friday

Reports To: Practice Administrator

About Sunstone Therapies

Sunstone Therapies is a leader in the delivery of psychedelic-assisted therapy in medical settings. Today, we conduct clinical trials that advance the future of mental healthcare while delivering exceptional care to every participant we serve. As the field evolves, Sunstone is preparing to responsibly expand into clinical care as therapies receive regulatory approval.

Our work is grounded in rigorous clinical practice, meaningful therapeutic relationships, and a commitment to providing thoughtful, compassionate care. With two active sites and plans to expand over the coming years, we are building the operational foundation needed to support responsible growth.

At Sunstone, our culture is built on love and rigor—combining deep care for people with high standards of excellence in everything we do.

Position Summary

The Clinic Operations Coordinator serves as the primary front-office representative for Sunstone Therapies, supporting patients throughout their experience while ensuring the smooth day-to-day operation of the practice. This role combines front office operations, patient coordination, scheduling support, insurance authorization coordination, billing liaison activities, and administrative quality support to help deliver an exceptional patient experience.

The Clinic Operations Coordinator is often the first point of contact for patients and plays an essential role in creating a welcoming, organized, and efficient clinical environment. This position works closely with providers, clinical staff, billing partners, and administrative teams to coordinate information, support clinical workflows, and ensure operational excellence.

This role is ideal for someone who thrives in a fast-paced healthcare environment, enjoys helping people, and takes pride in creating systems that support both patients and colleagues.

Primary Responsibilities

Patient Experience & Front Office Operations

• Serve as the primary front-office representative for the clinic, greeting patients and visitors with professionalism and warmth.
• Manage front desk operations, including answering phones, responding to inquiries, processing mail and deliveries, and coordinating laboratory pickups and shipments.
• Support a positive patient experience by providing timely communication and coordinating administrative needs throughout the patient's care journey.
• Maintain an organized, welcoming, and professional clinic environment.
• Provide scheduling support and backup coverage using the practice management system.
• Coordinate patient appointments while maintaining scheduling accuracy and provider efficiency.
• Confirm required documentation, including treatment consents and other required forms, are completed and on file prior to treatment.
• Coordinate insurance authorization activities and assist patients with scheduling-related questions.

Billing & Administrative Operations

• Serve as the primary liaison between the clinic and external billing partners.
• Coordinate the flow of information necessary to support accurate billing and reimbursement.
• Assist with insurance authorization coordination and documentation.
• Maintain accurate patient records and support administrative documentation processes.

Clinic Operations & Quality Support

• Monitor clinic and office supply inventory and coordinate purchasing and restocking.
• Support clinic readiness, including laundry, room organization, and coordination with hospital facilities as needed.
• Assist with quality assurance and quality control activities, audits, and documentation reviews.
• Perform data entry and maintain accurate operational records.
• Support continuous improvement efforts that enhance clinic operations and the patient experience.

Required Qualifications

Education

High school diploma or equivalent required. An associate's degree or additional coursework in healthcare administration, business, or a related field is preferred.

Experience

• Two or more years of experience in a healthcare practice, medical office, outpatient clinic, hospitality, or other customer-facing service environment.
• Experience supporting scheduling, patient coordination, or front office operations.
• Strong administrative and organizational skills with exceptional attention to detail.
• Outstanding customer service and interpersonal communication skills
• Ability to manage multiple priorities while maintaining accuracy
• Strong organizational and time management skills
• Professional judgment and discretion when handling confidential information
• Proficiency with Microsoft Office and the ability to learn new healthcare software platforms
• A proactive, solutions-oriented mindset with a commitment to continuous improvement

Preferred Qualifications

Experience in healthcare, clinical research, medical office operations, hospitality, pharmacy, or medical assisting is preferred. Candidates with experience supporting patient scheduling, insurance authorization, revenue cycle coordination, or billing processes are especially encouraged to apply.

The following qualifications are also a plus:

• Experience coordinating with external billing agencies or insurance payers
• Project coordination or process improvement experience
• Familiarity with quality assurance or quality control processes
• Experience working within regulated healthcare or clinical research environments
• Experience using electronic medical records (EMR/EHR) and scheduling software

Physical Requirements

A large percentage of the time is spent performing computer work. This role also requires occasional standing, walking throughout the clinic, lifting and carrying office or clinical supplies (up to approximately 25 pounds), and setting up meeting or training spaces. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sunstone Therapies offers a competitive salary commensurate with experience. The anticipated hiring range for this position is $55,000–$65,000 depending on qualifications and experience.

Benefits include medical, dental, and vision insurance, paid time off, and a 401(k) retirement savings plan.