Office Administrator & Program Coordinator

Essential Healthcare Solutions•Clarksville, TN

3d•Onsite

About The Position

Pathways to Wellness is seeking an organized, personable Office Administrator & Program Coordinator to serve as the operational and customer-service backbone of our Clarksville, TN location. In this role, you will be the primary point of contact for patients and partners—coordinating scheduling, intake, and referrals while ensuring smooth, compliant, and welcoming day-to-day operations. The ideal candidate pairs strong administrative and organizational skills with genuine warmth and a commitment to exceptional patient care. This position is central to creating positive patient experiences and supporting our multidisciplinary team as we help clients on their path to wellness. This role begins as a part-time position and is expected to grow into a full-time role as the Clarksville location expands—an excellent opportunity for someone looking to build a long-term career with a growing practice.

Requirements

High school diploma or equivalent required
One or more years of administrative, front-office, customer service, or patient coordination experience.
Strong organizational and multitasking skills with excellent attention to detail.
Excellent verbal and written communication and interpersonal skills.
Proficiency with Microsoft Office Suite and the ability to quickly learn scheduling and EHR systems.
Understanding of HIPAA and a commitment to protecting patient confidentiality.

Nice To Haves

Associate's or bachelor's degree preferred.
Experience in a behavioral health, medical office, or wellness environment.
Bachelor of Science in Health Science, Healthcare Administration, or a related field.
Familiarity with referral management, insurance verification, and patient scheduling systems.

Responsibilities

Serve as the primary point of contact for patients, delivering compassionate, responsive service across scheduling, intake, referrals, and follow-up communication.
Coordinate daily patient care operations across multiple providers, managing calendars, appointments, and program activities to ensure timely, reliable service.
Act as the liaison between patients, providers, insurance representatives, and community referral partners to ensure seamless continuity of care.
Manage referral intake and tracking, following up to ensure the timely completion of services.
Greet and check in patients, creating a welcoming, professional, and reassuring front-office experience.
Maintain accurate, up-to-date patient documentation while ensuring HIPAA compliance and strict confidentiality.
Verify insurance, process paperwork, and support billing and administrative functions as needed.
Support the implementation and continuous improvement of office workflows to enhance efficiency and patient satisfaction.
Assist leadership with administrative projects, process standardization, and coordination of daily clinical operations.
Collaborate with multidisciplinary healthcare professionals to resolve issues and improve the overall patient experience.