Clinic Administrator

Clinic Administrator

We are seeking a dedicated Clinic Administrator to lead our front office operations, specializing in administrative excellence and schedule utilization optimization. This role focuses on maximizing patient care hours, supporting therapists in meeting their care expectations, and achieving optimal schedule fill. The position reports to the Clinic Manager with a dotted line relationship to the Internal Operations Manager.

Compensation and Benefit Information:

• Salary Range: $60,000 - $65,000
• Exempt, salaried position
• Bonus Opportunities (subject to change)
• Billed Hour Targets
• % of Therapist Meeting Goal (productivity)
• Comprehensive healthcare benefits (medical, dental, and vision)
• 401(k) with company match after 1-year
• Tenured paid time off
• Flexible spending account options
• Company-paid life insurance coverage

Ideal Candidate Profile:

• Strong operational management experience, preferably in healthcare setting
• Excellent organizational and time management skills
• Proven ability to manage multiple priorities and deadlines
• Strong analytical skills for financial reporting and performance metrics
• Outstanding customer service orientation
• Experience with staff management and performance development
• Technology proficiency and troubleshooting capabilities
• Process improvement and project management experience
• Excellent communication and collaboration skills

Essential Duties and Responsibilities:

• Patient care and scheduling
• Managing schedule fill
• Supporting therapists in meeting their patient care expectations
• Maximizing patient care hours

Daily Operations:

• Monitor and report on evaluation, reschedule, and cancellation rates
• Complete End of Day (EOD) reporting for non-documentation issues
• Maintain tour readiness standards throughout the facility
• Align with Advisor on EOD Reports and Schedule Audits
• Update Clinic Manager on customer service matters and operational status

Weekly Operations:

• Manage Admin Other Duties, scheduling coordination
• Oversee clinic ordering and supplies management
• Participate in productivity consultations with Advisor
• Lead and participate in team meetings

Monthly Operations:

• Support financial results analysis and reporting
• Conduct a comprehensive financial results review with Clinic Manager

Ongoing Responsibilities:

• Staff Management: Provide onsite Patient Coordinator staff oversight and management
• Performance Management: Collaborate on performance reviews and staff development
• Customer Service: Ensure an exceptional patient and family experience
• Facilities Management: Oversee facility maintenance and vendor contract management
• Technology Support: Provide frontline technology troubleshooting and support
• Process Improvement: Lead process optimization and operational efficiency projects

Special Projects:

• The clinic administrator may be assigned additional special projects as determined by the Clinic Manager and Internal Operations Manager.

Minimum Qualifications (Knowledge, Skills, and Abilities):

• Bachelor's degree preferred or equivalent combination of education and experience
• 2+ years of administrative scheduling experience strongly preferred
• Healthcare industry strongly preferred

Schedule and Location, and Duration (remote/hybrid/address):

• Monday-Thursday 7:45am – 4:45pm, Friday 7:45am – 11:45am
• Location: Woodmen Clinic

Supervisory Responsibilities:

• Supervising the Patient Coordinator at this location

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

At Woven Care, we've intentionally built a culture that embraces challenges: we're driven by excellence while encouraging fun (we do work with kids, after all!). We believe deeply in the day-to-day impact of our work while also providing opportunities for long-term career growth and leadership opportunities for our team members. We offer real flexibility and manageable workloads for our team, while supporting our mission through collaboration and connection. We think this is what makes Woven Care such a special place to work and why such special people choose to work with us!

Equal Employment Opportunity: We are an equal opportunity employer and do not discriminate based on race, color, religion, national origin, sex, age, disability, or any other status protected by law. Woven Care uses e-Verify to authorize eligibility for employment.