Clinic Coordinator

Location: Brighton, MA
Position Type:Full-Time, On-site
Reports To:Jen Thompson, Practice Manager

The Clinic Coordinator plays a vital role in the daily operations of WHSP Medical, P.C. This position requires a detail-oriented and experienced healthcare professional to oversee the coordination of provider schedules, manage patient flow, and handle complex administrative tasks such as insurance prior authorizations. As a key role between clinical providers, patients, and administrative staff, the Clinic Coordinator ensures a seamless and efficient experience for all involved while supporting the shared mission of WHSP Medical and the WHSP Institute to optimize women’s health, sports medicine, and athletic performance.

• Develop, maintain, and optimize daily, weekly, and monthly schedules for all healthcare providers, including physicians, advanced practice providers, dietitians, and mental performance specialists.
• Coordinate patient appointments across multiple disciplines to ensure efficiency, minimize wait times, and maximize provider availability.
• Serve as the primary point of contact for scheduling adjustments, cancellations, and rescheduling requests from both patients and providers.
• Oversee the processing and submission of insurance prior authorizations for procedures, imaging, therapies, and specialty referrals; follow up to ensure timely approvals and communicate outcomes to providers and patients.
• Monitor patient flow throughout the day to ensure smooth transitions between check-in, vitals, treatment, and check-out.
• Support and guide front desk staff (Patient Services Representatives) to ensure proper patient intake, registration, and communication practices.
• Collaborate closely with clinical staff to identify scheduling efficiencies and address conflicts in workflow.
• Maintain accurate records and documentation regarding authorizations, denials, and appeals as needed.
• Respond to complex patient or provider inquiries regarding scheduling, treatment plans, and insurance processes.
• Monitor patient portals daily to ensure timely acknowledgment and response to patient messages, inquiries, and concerns, escalating clinical questions to appropriate providers as necessary.
• Participate in administrative meetings to provide feedback and suggestions for process improvement and patient satisfaction initiatives.
• Ensure compliance with HIPAA and other healthcare regulatory standards in all scheduling and documentation processes.
• Assist in training new administrative staff as needed.
• Provide support for special clinic events, workshops, and performance screenings as needed.

• High School Diploma or equivalent (required)
• Associate’s or Bachelor’s degree in Healthcare Administration, Business, or a related field (preferred)
• 1–3 years of experience in a medical office or outpatient clinical setting (required)
• Direct experience with provider scheduling and/or prior authorization processes (required)
• Experience in women’s health, sports medicine, or athletic/performance environments (preferred)

• Exceptional verbal and written communication skills
• Strong organizational, time management, and multitasking abilities
• Comfort with electronic medical record (EMR) systems (Athenahealth, EPIC) and office software (Microsoft Office, Google Workspace)
• Familiarity with insurance authorization requirements and workflows
• Knowledge of medical terminology, particularly related to orthopedics, physical therapy, and women’s health (preferred)
• Understanding of HIPAA regulations and patient confidentiality requirements
• Ability to manage competing priorities, collaborate, lead as needed, and thrive in a dynamic,…