Practice Coordinator

Momentum Behavior Services•Rochester, MN

2d•Onsite

About The Position

The Practice Coordinator will oversee and support the daily front office and administrative functions of the clinic. This role involves ensuring the smooth operation of the clinic, maintaining a welcoming and professional environment, and supporting both clinical and administrative staff. Key responsibilities include managing daily operations, ensuring adherence to policies, managing inventory and vendors, and facilitating staff communication and onboarding.

Requirements

Demonstrated ability to manage administrative tasks and support staff in a clinical environment.
Strong interpersonal, organizational, and multitasking skills.
Proficiency in Microsoft Office, Google Workspace, and scheduling platforms.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.
Prior experience in healthcare, behavioral health, or ABA strongly preferred.

Responsibilities

Oversee and support the daily front office and administrative functions of the clinic.
Opening the center on a daily basis to ensure scheduling and opening duties are completed prior to learners and RBTs arriving.
Serve as the first point of contact for learners, caregivers, and staff; ensure a welcoming, professional environment, including managing and directing phone calls throughout the day.
Day to day scheduling for the center through our EHR platform and coordinating cross-center support when needed.
Back-end operational support, including managing timecards and time off requests, tracking attendance and scheduling patterns, and completing audits to ensure accurate documentation and time keep reporting.
Back-up support to therapists for non-clinical related items such as; policy clarification, supporting a clean/spill, gathering supplies if therapists are unable to do so or watching a client if appropriate while staff takes a break (i.e., bathroom breaks).
Maintain up-to-date documentation and records relevant to operations, vendors, and staff.
Ensure clinic operations align with internal policies, licensing regulations, and best practices in ABA service delivery.
Support clinical leadership by monitoring adherence to clinical policies and procedures.
Enforcement and follow through with company policies and procedures and may assist in the progressive discipline process under the direction of the CD.
Assist in identifying and addressing compliance issues, and report concerns to the appropriate leadership.
Manage inventory of office and clinical supplies; track usage and submit timely purchase requests.
Supply ordering and stocking—ensure proper inventory is tracked and purchased to maintain appropriate stock at all times.
Oversee organization and cleanliness of clinic spaces, including therapy rooms, common areas, and staff workstations.
Support the center with daily cleaning tasks and maintaining a welcoming environment.
Act as the primary liaison with external and internal vendors including building maintenance, janitorial services, and supply providers.
Coordinate repairs, installations, and facility needs to ensure a safe and efficient work environment.
Coordinate onboarding logistics for new hires, including preparation of materials and first-day orientation.
Orientation and Training Support—coordinate and facilitate BT/RBT onboarding orientation and schedule training into CentralReach and facilitate training on platforms including and
Maintain clear, consistent internal communication with staff through weekly updates, reminders, and schedules.
Send ongoing staff communications such as policy updates, scheduling reminders, birthdays, and team recognition.
Support marketing efforts, which includes capturing photos/reels and utilizing our company platforms to recognize staff.
Drive positive center culture and support staff retention efforts.