Clinic Operations Coordinator – Healthcare Scheduling

Excelsior Care Group; New York (NY); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

PTO

Health insurance

Employee discounts

Job summary

Nursing & Rehabilitation Center in Westchester County, NY, is seeking a Clinic Coordinator to organize resident medical appointments, in-house consultations, and transportation. You will ensure accurate insurance data and maintain essential medical documentation for each visit.

The role requires coordinating physicians, supervising Clinic Aides, and ensuring HIPAA compliance while collaborating with the DON and DNS. This is a full-time position with a 9:00 AM–5:00 PM schedule and competitive pay.

Qualifications

• Experience with Electronic Medical Records (EMR/EHR) systems preferred.
• Experience scheduling medical appointments and resident/patient transportation preferred.
• Knowledge of healthcare scheduling, insurance information, medical documentation, and resident services.
• Strong computer skills and proficiency with Microsoft Office.
• Excellent organizational and time-management skills.
• Ability to multitask and prioritize in a fast-paced healthcare environment.
• Strong written and verbal communication skills.
• Previous experience coordinating or supervising staff is preferred.
• Must maintain HIPAA compliance and confidentiality.

Responsibilities

• Schedule and register residents for outpatient clinic visits, medical appointments, and consultations.
• Coordinate in-house physician and specialty consultations.
• Schedule and coordinate medical transportation to and from resident appointments.
• Obtain, verify, and maintain accurate insurance information.
• Ensure required medical records and documentation are completed and prepared before resident clinic visits.
• Prepare consultation forms, paperwork, and envelopes for Unit Clerks.
• Monitor appointment schedules and follow up on missing or incomplete documentation.
• Communicate with nursing staff regarding documentation needed for appointments.
• Notify the Nurse Manager when resident documentation requires additional information.
• Communicate insurance issues and concerns to the Director of Nursing Services (DNS).
• Report scheduling concerns, recommendations, complaints, and grievances to the Director of Nursing (DON).
• Answer telephone calls and provide professional assistance to residents, families, staff, physicians, vendors, and other healthcare contacts.
• Assist with the daily coordination and operation of the resident clinic and appointment schedule.
• Supervise and coordinate Clinic Aides, including preparing schedules and arranging appropriate staffing coverage.
• Communicate Clinic Aide performance, attendance, scheduling, and staffing concerns to the DNS.
• Maintain accurate records while protecting confidential resident information.
• Follow all HIPAA, privacy, confidentiality, and facility policies and procedures.
• Provide compassionate, respectful, and professional service to residents and their families.
• Perform other duties as assigned to support efficient healthcare and clinic operations.

Skills

EMR/EHR systems

Medical appointment scheduling

Resident transportation coordination

Microsoft Office

Organizational skills

Time management

Communication skills

Staff supervision

HIPAA compliance

Tools

EMR/EHR systems

Microsoft Office

Job description

Nursing & Rehabilitation Center in Westchester County, NY, is seeking a Clinic Coordinator to organize resident medical appointments, in-house consultations, and transportation. You will ensure accurate insurance data and maintain essential medical documentation for each visit.

The role requires coordinating physicians, supervising Clinic Aides, and ensuring HIPAA compliance while collaborating with the DON and DNS. This is a full-time position with a 9:00 AM–5:00 PM schedule and competitive pay.