Clinical Administrative Coordinator

Job Description

Job Description

Clinical Administrative Coordinator – Front Desk & Medication Operations

Universal Comprehensive Health Services (UCHS)

Location: Lake Worth, FL

Job Type: Full-Time | In-Person
Schedule: Monday–Friday, 8:30 AM–5:30 PM
Pay: $22-$24 per hour

Position Overview

Universal Comprehensive Health Services (UCHS) is seeking a dependable, organized, and proactive Clinical Administrative Coordinator to manage front-desk operations, provide patient reception services, and support the daily administrative and operational needs of our Lake Worth office.

This position serves as an essential point of contact for patients, visitors, healthcare personnel, and staff while also maintaining responsibility for medication tracking, delivery documentation, chain-of-custody records, inventory management, and administrative coordination.

The coordinator must maintain a professional, organized, and patient-ready front desk at all times. In addition to traditional medical front-desk responsibilities, the position requires consistent oversight of medication movement and documentation involving delivery drivers, clinical locations, and other authorized personnel.

The ideal candidate is comfortable working in a fast-paced healthcare environment, managing multiple responsibilities, maintaining accurate records, and proactively following through on outstanding items without constant supervision.

We are looking for someone who understands that excellent patient service, accurate documentation, and strong operational accountability are equally important to the successful functioning of a healthcare office.

Key Responsibilities

Front Desk & Patient Reception

• Maintain consistent front-desk coverage and ensure the office is prepared to receive patients and visitors during operating hours.
• Greet, welcome, and assist patients, visitors, and healthcare personnel in a professional, courteous, and timely manner.
• Manage patient check-in and check-out procedures when applicable.
• Assist with patient registration, demographic updates, appointment scheduling, and other routine front-desk services.
• Verify and update patient information, insurance details, and required administrative documentation as appropriate.
• Provide patients with necessary registration forms, consents, and other paperwork and ensure documents are properly completed and routed.
• Answer incoming telephone calls, respond to general inquiries, take accurate messages, and direct calls to the appropriate departments.
• Communicate with clinical and administrative staff regarding patient arrivals, scheduled visits, and requests requiring attention.
• Maintain patient confidentiality and ensure compliance with applicable privacy and organizational procedures.
• Keep the reception area, front desk, and patient-facing spaces clean, organized, professional, and ready for use.
• Ensure front-desk and patient reception responsibilities remain actively managed throughout the workday, including during periods of competing administrative responsibilities.

Medication Tracking & Delivery Coordination

• Maintain accurate and current records of medications moving in and out of the Lake Worth office.
• Receive, verify, and document medications released to delivery drivers, clinical locations, and other authorized personnel.
• Maintain awareness of which medications have been assigned to drivers, which remain at clinical locations, which have been successfully delivered, and which have been returned.
• Track medication movement from office release through confirmed delivery, return, or other documented resolution.
• Verify medications returned by drivers or clinical personnel and reconcile them against existing tracking records.
• Follow up with drivers, clinics, and other responsible personnel regarding outstanding deliveries, medications awaiting delivery, and unresolved returns.
• Identify and promptly communicate discrepancies involving medication quantities, locations, custody, or delivery status.
• Maintain accurate, up-to-date medication tracking spreadsheets and other established records.
• Ensure medication locations and custody statuses are supported by verified information rather than assumptions.
• Follow established organizational procedures and timelines for medication delivery, return, and documentation.
• Serve as the primary administrative point of contact for inquiries concerning medication locations, delivery status, and returned medications.
• Escalate unresolved medication discrepancies or delivery barriers to the Practice Manager promptly.

Medication Manifests & Chain-of-Custody Documentation

• Maintain full administrative accountability for tracking, receiving, reviewing, and reconciling medication delivery manifests.
• Receive and review manifests, chain-of-custody forms, and other medication-related paperwork returned by delivery drivers and clinical staff.
• Verify that required signatures, dates, medication information, and delivery documentation are complete and accurate.
• Track outstanding, missing, incomplete, or unsigned manifests and proactively follow up with responsible personnel.
• Coordinate the timely return of original signed manifests to the appropriate pharmacy according to established procedures.
• Maintain accurate chain-of-custody records for medications transferred between the office, drivers, clinical locations, and other authorized personnel.
• Ensure manifests and chain-of-custody documents correspond with actual medication movement and confirmed delivery or return information.
• Scan and upload completed documents into the appropriate electronic patient records.
• Maintain organized and easily retrievable physical and electronic documentation.
• Monitor outstanding documentation and follow through until required records have been received, verified, and appropriately filed or routed.
• Serve as the primary point of contact for questions concerning returned manifests, chain-of-custody records, and medication delivery documentation.

Office Inventory & Specimen Support

• Maintain accurate inventory records for medications, office supplies, and other designated materials.
• Conduct routine physical inventory checks and reconcile inventory against established tracking records.
• Identify missing, damaged, expired, or otherwise discrepant inventory and report concerns to management.
• Monitor supply levels and proactively coordinate replenishment before essential materials become unavailable.
• Organize and prepare supplies, paperwork, and other materials for authorized staff and delivery personnel.
• Assist with receiving, handling, and processing previously collected blood specimens when necessary, in accordance with established procedures and the employee's training and qualifications.
• Maintain organized inventory storage areas and ensure supplies and materials are properly stored and readily accessible.

Administrative Coordination & Operational Support

• Receive, review, scan, upload, and maintain administrative and operational documentation.
• Review paperwork for completeness, required signatures, missing information, and discrepancies requiring follow-up.
• Maintain accurate records using electronic medical records, spreadsheets, and other established office systems.
• Assist with administrative reporting, document reconciliation, and record maintenance.
• Communicate with the Practice Manager, clinical staff, Case Managers, delivery drivers, pharmacy personnel, and other appropriate team members regarding outstanding operational needs.
• Track unresolved administrative items and ensure appropriate follow-up until completion.
• Maintain organized physical and electronic filing systems.
• Identify potential operational problems and communicate them before they result in avoidable delays.
• Assist with additional administrative and operational duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous experience in medical front-desk operations, healthcare administration, medical office coordination, or a similar environment strongly preferred.
• Experience with patient registration, appointment scheduling, and medical office telephone procedures preferred.
• Experience with medication tracking, inventory management, logistics, or chain-of-custody documentation is a plus.
• Experience using electronic medical records and Microsoft Office applications, particularly Excel and Outlook, preferred.
• Excellent communication and customer service skills.
• Strong organizational skills, accuracy, and attention to detail.
• Ability to maintain a professional and welcoming front desk while managing ongoing administrative responsibilities.
• Ability to multitask, prioritize responsibilities, and adapt to interruptions without losing track of unfinished work.
• Strong follow-through and problem-solving abilities.
• Comfortable communicating with patients, office personnel, clinical teams, and field-based staff.
• Ability to maintain patient confidentiality and appropriately handle protected health information.
• Ability to work independently while remaining accountable to established procedures, responsibilities, and deadlines.
• Dependable, punctual, proactive, and committed to maintaining an organized and efficient healthcare environment.
• Willingness to learn established procedures for handling previously collected blood specimens when assigned.

Phlebotomy training and experience are not required. This position does not involve performing blood draws.

Position Expectations

The Clinical Administrative Coordinator plays an important role in maintaining a professional, patient-ready healthcare office while providing consistent administrative and operational support.

Front-desk coverage, patient reception, and patient-facing administrative services are essential responsibilities of this position and must remain actively maintained throughout the workday.

In addition, the coordinator is expected to maintain accurate oversight of medication movement, delivery documentation, returned medications, manifests, chain-of-custody records, and office inventory.

Pharmacy dispensing, insurance coverage coordination, and authorization-related responsibilities are managed by the Practice Manager and designated personnel. The coordinator is responsible for maintaining accurate tracking, documentation, and follow-through once medications enter the office's delivery and return workflow.

The successful candidate must be able to determine which medications have left the office, who is responsible for them, which remain with drivers or clinics, which have been delivered, which have been returned, and which documents remain outstanding.

Responsibilities must be managed proactively, with consistent attention to accuracy, communication, and completion. Outstanding items should be actively monitored and followed through until their status is confirmed and appropriately resolved.

We are looking for someone who takes ownership of their responsibilities, provides excellent patient service, recognizes potential problems before they become larger issues, and understands the importance of organization, accountability, and timely follow-through in a healthcare environment.

Join a growing healthcare organization where your work matters, your initiative is valued, and you help improve patient care every day.

Company Description

Join a growing healthcare organization where your work matters, your initiative is valued, and you help improve patient care every day.