Office Coordinator & Training Lead (Mobile Medical Practice)

Job Description

Job Description

Benefits

• Health, Dental, and Vision Insurance
• Paid Time Off (PTO)
• Professional Development & Advancement Opportunities

 

Position Summary

We are seeking a highly organized, compassionate, and proactive Office Coordinator & Training Lead to support the daily operations of our mobile medical practice with a small administrative office footprint. This role is ideal for a healthcare professional who thrives in dynamic environments, enjoys training and supporting staff, and is passionate about improving patient access and operational efficiency.

The Office Coordinator & Trainer will oversee front-desk and administrative operations, support mobile and clinic-based workflows, assist with compliance and HR coordination, and serve as a key trainer and resource for non-clinical staff across multiple service lines.

 

Key Responsibilities

Front Office & Patient Coordination

• Greet, check in, and check out patients with professionalism, warmth, and discretion
• Manage incoming calls, emails, portal messages, and scheduling requests
• Verify patient documentation, insurance eligibility, and payment information prior to visits
• Collect co-payments and outstanding balances while maintaining accurate financial records
• Assist patients with telehealth setup, patient portals, and urgent communication needs
• Coordinate with staff to patients are scheduled in accordance with the master patient list
• Coordinate with other agencies to ensure orders, supply requests for pts are sent on time

Operations & Office Coordination

• Oversee day-to-day administrative operations for a mobile medical practice and small office
• Act as Office Manager for Quality Psychiatric Care and Quality Wound Care
• Coordinate schedules for non-clinical staff (reception, scheduling, billing support)
• Ensure accurate data entry, filing, scanning, mail, and e-fax processing
• Order supplies, manage inventory, and monitor operational needs
• Ensure cleaning and maintenance services are completed as scheduled

Training & Staff Support

• Serve as Office Trainer for new and existing non-clinical staff
• Develop and deliver onboarding, workflow training, and refresher sessions
• Support receptionists, schedulers, billers, coders, and administrative assistants
• Assist with workflow optimization and communication between providers, nurses, and staff

Compliance & Quality Assurance

• Maintain strict HIPAA compliance and safeguard patient confidentiality
• Ensure adherence to HIPAA, OSHA, and other applicable healthcare regulations
• Support audits, documentation standards, and quality improvement efforts

Administrative & Cross-Functional Support

• Assist the HR department with scheduling, onboarding coordination, and administrative tasks
• Assist with Chronic Care Management (CCM) workflows as assigned
• Serve as receptionist at future locations as the practice expands
• Provide caregiving support under Acti-Kare and Quality of Life (QoL) as needed

 

Qualifications

Required

• High School Diploma or equivalent
• MediClear Certification or equivalent HIPAA credential
• Minimum 1 year of experience in healthcare administration, medical reception, or patient-facing healthcare services
• Strong organizational skills with the ability to multitask in a fast-paced environment
• Proficiency in Microsoft Office Suite and electronic medical record (EMR) systems
• Excellent verbal and written communication skills
• Ability to remain calm, compassionate, and professional in sensitive situations

Preferred

• Associate’s Degree or higher in Healthcare Administration or related field
• Experience in mobile medical practices, behavioral health, wound care, or home-based services
• Prior experience training or onboarding staff
• Familiarity with CCM, scheduling systems, and insurance verification

 

Why Join Our Team

• Mission-driven, patient-centered healthcare organization
• Supportive leadership and collaborative team culture
• Opportunity to grow with a rapidly expanding mobile medical practice
• Meaningful work improving access to psychiatric, wound care, and community-based services

Company Description

Who We Are

At **Holisticare**, "Quality of Life" is more than our brand—it is our mission. We believe healthcare should be comprehensive, compassionate, and centered on the whole person.

Our commitment extends beyond the walls of our clinics. Our team regularly participates in community events because we believe trust is built through relationships. By engaging with the communities we serve, we gain a deeper understanding of their needs, strengthen communication, and provide care that truly makes a difference.

As a multi-specialty healthcare organization, we offer **Primary Care, Psychiatry, Wound Care, and Personal Assistance Services (PAS)**, allowing us to care for patients across multiple stages of their healthcare journey.

We are also a faith-based organization. Our Christian faith shapes our culture and inspires us to serve others with compassion, integrity, and excellence. We believe that Jesus is the ultimate source of hope, and while we provide evidence-based medical care, we strive to ensure every patient experiences dignity, encouragement, and genuine compassion. We believe our actions reflect our values.

To support both our patients and our team, we have a pastor on staff and offer a virtual prayer room for those who wish to participate. Participation in faith-based activities is always voluntary, and we respect the beliefs and backgrounds of every individual we serve and employ.

If you believe healthcare can be more personal, more compassionate, and more focused on improving lives than simply treating illness, we invite you to join us. If you are passionate about helping transform healthcare one patient, one family, and one community at a time, we would love to hear from you.

**This is what better healthcare looks like.**

Company Description

Who We Are\r\n\r\nAt **Holisticare**, "Quality of Life" is more than our brand—it is our mission. We believe healthcare should be comprehensive, compassionate, and centered on the whole person.\r\n\r\nOur commitment extends beyond the walls of our clinics. Our team regularly participates in community events because we believe trust is built through relationships. By engaging with the communities we serve, we gain a deeper understanding of their needs, strengthen communication, and provide care that truly makes a difference.\r\n\r\nAs a multi-specialty healthcare organization, we offer **Primary Care, Psychiatry, Wound Care, and Personal Assistance Services (PAS)**, allowing us to care for patients across multiple stages of their healthcare journey.\r\n\r\nWe are also a faith-based organization. Our Christian faith shapes our culture and inspires us to serve others with compassion, integrity, and excellence. We believe that Jesus is the ultimate source of hope, and while we provide evidence-based medical care, we strive to ensure every patient experiences dignity, encouragement, and genuine compassion. We believe our actions reflect our values.\r\n\r\nTo support both our patients and our team, we have a pastor on staff and offer a virtual prayer room for those who wish to participate. Participation in faith-based activities is always voluntary, and we respect the beliefs and backgrounds of every individual we serve and employ.\r\n\r\nIf you believe healthcare can be more personal, more compassionate, and more focused on improving lives than simply treating illness, we invite you to join us. If you are passionate about helping transform healthcare one patient, one family, and one community at a time, we would love to hear from you.\r\n\r\n**This is what better healthcare looks like.**