Clinical Administrator

We are seeking a highly organized, experienced, and driven Clinical Administrator to lead the administrative and operational groundwork for our FQHC clinic prior to opening, then transition into a permanent leadership role upon launch. The selected candidate will begin as an Independent Consultant for a 90-day pre-opening engagement, during which they will be instrumental in building operational infrastructure, establishing workflows, credentialing providers, and preparing the clinic for a successful launch.

Upon successful completion of the consulting period and clinic opening, the position converts to a full-time Clinical Administrator role, subject to mutual agreement and satisfactory performance. This is an exciting opportunity for a self-starter who thrives in a startup environment and wants to shape a clinic from the ground up.

This position is primarily on-site at the clinic location. During the consulting phase, some remote work may be accommodated for administrative tasks. The Clinical Administrator must be available during clinic hours post-opening and flexible to handle operational needs as they arise.

Phase 1: Consulting Engagement (Days 1-90)

During the pre-opening consulting phase, the Clinical Administrator Consultant will focus on building the operational foundation for the clinic. Key consulting deliverables and responsibilities include:

Administrative Infrastructure

• Establish clinic policies, procedures, and administrative protocols
• Set up electronic health records (EHR) system and ensure staff readiness for go-live
• Develop and implement compliance programs in accordance with HIPAA, OSHA, and applicable state regulations
• Create patient intake processes, scheduling systems, and front-desk workflows
• Draft and finalize employee handbooks, onboarding materials, and HR documentation

Provider Credentialing & Contracting

• Manage credentialing and privileging of all clinical staff with payers and medical boards
• Facilitate provider enrollment with insurance carriers (Medicare, Medicaid, commercial payers)
• Coordinate and track all licensing requirements for clinical and administrative staff
• Negotiate and review vendor and supplier contracts

Financial & Billing Setup

• Partner with billing team or vendor to establish revenue cycle management processes
• Set-up fee schedules, billing codes, and charge capture workflows
• Establish accounts payable/receivable procedures and financial reporting templates
• Assist in preparing the operational budget for Year 1

Staffing & Recruitment

• Collaborate with leadership on hiring clinical and administrative staff
• Conduct interviews, reference checks, and onboarding of pre-opening hires
• Design staff scheduling templates and time-tracking systems

Facilities & Vendor Coordination

• Coordinate with landlord, contractors, and vendors for clinic build-out and equipment procurement
• Ensure all equipment is installed, tested, and operational prior to opening
• Obtain necessary business licenses, permits, and certifications
• Conduct pre-opening inspection checklists and readiness assessments

Phase 2: Full-Time Clinical Administrator (Post-Opening)

Upon successful clinic launch, the Clinical Administrator assumes full-time leadership of day-to-day clinical and administrative operations, including but not limited to

Operations Management

• Oversee all clinic operations to ensure efficient, high-quality patient care delivery
• Monitor key performance indicators (KPIs) including patient satisfaction, wait times, and throughput
• Continuously evaluate and improve operational processes and workflows
• Serve as primary point of contact for staff escalations, patient complaints, and operational issues

Financial Oversight

• Manage clinic budget, monitor financial performance, and report variances to leadership
• Oversee billing and coding accuracy and denial management with the revenue cycle team
• Identify cost-saving opportunities without compromising quality of care

Human Resources & Staff Leadership

• Supervise administrative and non-clinical staff, support supervision of clinical staff in coordination with Medical Director
• Conduct annual performance reviews, manage disciplinary processes, and foster a positive work culture
• Identify training needs and implement staff development initiatives

Regulatory Compliance

• Maintain clinic's compliance with all federal, state, and local healthcare regulations
• Coordinate audits, accreditation surveys, and licensing renewals
• Stay current with changes in healthcare law and payer requirements

Education

• Bachelor's degree in healthcare administration, Business Administration, or a related field required
• Master's degree (MHA, MBA, or MPH) strongly preferred

Experience

• Minimum 3-5 years of experience in clinical or medical practice administration
• Prior experience managing a clinic launch, expansion, or start-up strongly preferred
• Demonstrated experience with provider credentialing and insurance enrollment
• Hands-on experience with EHR platforms (e.g., Epic, Athenahealth, eClinicalWorks, or similar)
• Experience managing budgets, billing operations, and revenue cycle functions

Skills & Competencies

• Exceptional organizational and project management skills with ability to manage multiple priorities simultaneously
• Strong leadership and interpersonal skills; ability to motivate and guide a team
• Excellent written and verbal communication skills
• High proficiency in Microsoft Office Suite and healthcare software applications
• Deep knowledge of HIPAA, OSHA, CMS regulations, and healthcare compliance standards
• Problem-solving mindset with the ability to work independently in a fast-paced, startup environment