Clinic Operations Assistant; COA)

Clinic Operations Assistant (COA) - Pleasanton

The Clinic Operations Assistant (COA) provides operational and administrative support to ensure the efficient daily functioning of the clinic. The COA serves as the primary administrative contact for clients, clinicians, and program staff and is responsible for coordinating front office operations, scheduling support, record management, and administrative processes that support clinical service delivery.

COAs work collaboratively with clinicians and supervisors to maintain organized clinic operations while ensuring a welcoming, professional, and efficient environment for clients and staff.

• At least three years of administrative support, front-office, or office operations experience; healthcare, behavioral health, or medical-office experience preferred.
• Demonstrated experience with scheduling, client reception, records management, data entry, and confidential information.
• Proficiency in Microsoft Office, Google Workspace, scheduling systems, and electronic health record or insurance-eligibility systems.
• Strong organizational, communication, customer-service, and problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced clinic environment.
• Ability to maintain a regular, full-time onsite Monday-Friday schedule, with occasional evening work as needed.
• Ability to complete required background clearances, health screening, and TB testing, consistent with organizational policy.

• Associate degree in business administration, healthcare administration, health information, or a related field.
• Experience in a behavioral health, healthcare, or medical-office setting.
• Experience with insurance eligibility verification, authorizations, encounter reporting, or billing support.
• Experience using InSync or another electronic health record system.
• Valid California driver’s license and current auto insurance, if regular travel between sites is required.

The COA supports clinicians by coordinating and managing appointment scheduling for outpatient services.

• Scheduling client appointments in the clinic scheduling system based on clinician availability and treatment plans.
• Coordinating appointment times between clients and clinicians.
• Managing appointment changes, cancellations, and rescheduling requests.
• Monitoring clinician schedules for openings or conflicts.
• Communicating scheduling updates to clinicians and clients as needed.
• Maintaining accurate scheduling records through Insync database.
• Supporting client reminders and follow-up communication when appropriate.

Clinical decisions regarding treatment frequency, session length, and scheduling availability remain the responsibility of the clinician.

• Greet clients in a warm, professional manner upon arrival.
• COA electronically checks clients in and notify clinicians when their client has arrived.
• Provide general information regarding services offered by the clinic.
• Assist visitors and ensure visitor forms are completed.
• Maintain a welcoming, organized reception and waiting area.

• Organize and maintain client medical records according to agency policy.
• Prepare and process medical record requests.
• Ensure required forms and consents are completed and filed appropriately.
• Maintain filing systems for active and closed records.
• Assist with locating records when needed.

• Enter data into agency databases and state or county systems as required.
• Maintain referral logs and documentation.
• Assist with program reporting and administrative data tracking.
• Support clinicians, psychiatry, and supervisors with routine administrative tasks.

• Verify client insurance eligibility.
• Assist with service authorizations when required.
• Prepare encounter lists report.

• Ensure the clinic is opened and closed according to business hours.
• Maintain office organization, cleanliness, and supply levels.
• Order and store office supplies.
• Maintain shared spaces such as waiting rooms, kitchens, and meeting rooms.
• Support clinic activities, ex., birthday celebrations.
• Ensure office equipment is functioning and coordinate service requests when needed.

• Maintain…