Clinic Office Coordinator - Reno

Pine Park Health•Reno, NV

12h•Onsite

About The Position

The Clinic Office Coordinator is primarily an office administration role supporting daily clinic and market operations at our Reno location. This individual ensures the clinic runs smoothly each day — managing staffing coordination, patient check-ins, supply tracking, vendor relations, compliance, and serving as the primary point of contact for multiple departments, internal teams, and patients. A background in medical assisting is preferred to support familiarity with the clinical environment and patient population, though this role does not require performing back-office clinical duties. This position requires strong organizational and communication skills, a proactive problem-solving mindset, and a compassionate approach when working with geriatric patients and their caregivers.

Requirements

Self-initiative and proactive, problem-solving mindset
Detail-oriented with strong organizational and time management skills; able to handle multiple tasks simultaneously
Excellent computer skills; proficient in Google Workspace, Microsoft Office, and comfortable with technology platforms such as Slack, TalkDesk, and EHR systems
Excellent phone and customer service skills; able to provide compassionate service to patients, families, providers, and colleagues
Ability to work independently with minimal supervision and effectively communicate with staff, vendors, and patients/caregivers
Demonstrated ability to prioritize tasks in a fast-paced environment
General understanding of the geriatric population, specific to chronic conditions, frailty, and physical and cognitive impairments
General understanding of medical terminology and primary care workflows
Basic understanding of healthcare regulations and compliance requirements, including HIPAA and OSHA
Ability to use different pieces of office equipment (phone, fax, copier, scanner)
High school diploma or equivalent required; associate's degree or higher preferred
2+ years of experience as an office manager, administrator, or medical office coordinator required
Medical office or healthcare setting experience required; familiarity with primary care preferred
Must be up-to-date on immunizations, including flu and COVID-19
Must not be on any exclusion or debarment from participation in Federal Health Care Programs and must maintain good standing with government regulators such as the OIG and CMS

Nice To Haves

Background as a Medical Assistant (CMA), EMT, or LPN preferred but not required

Responsibilities

Responsible for daily staffing coverage, including coordinating hybrid staff to be in the office as needed, coverage communications, and other related communications.
Responsible for external and internal mail correspondence, including opening, scanning, filing, and distributing mail.
Process medical records requests (inbound and outbound) for clinic patients.
Manage daily operations for the clinic, including office supplies, inventory management and orders, clinic environmental needs, and service management.
Assist with new hire training and coordination.
Maintain communication with office vendors, escalate any changes to PPH office management, and periodically review services to ensure they remain essential and aligned with operational needs.
Reconciliation for office expenses and ad hoc expenditures for the Reno market.
Under manager and HR direction, coordinate and oversee company events for the Reno market, which may include happy hours, company dinners, and company-approved lunches.
Coordinate between departments to ensure seamless communication and workflows.
Other duties as assigned.
Handle clinic patient check-in and check-out and appointment scheduling.
Manage patient demographic and insurance verification; ensure all necessary forms are completed accurately.
Coordinate patient appointments, manage the provider's schedule, and arrange follow-up visits, considering urgency and scheduling constraints.
Route all communications, including faxes, mail, email, and inbound communications from patients, caregivers, and other healthcare providers, ensuring appropriate routing.
Monitor phone software, including voicemail routing, user/agent availability, and caller wait times. Answer phones as backup.
Serve as a primary contact for clinic patients and families.
Maintain accurate and up-to-date patient records using the Electronic Health Record (EHR); ensure all clinical documentation is completed in a timely and precise manner.
Manage rep outreach and requests.
Handle patient dis-enrollments.