Practice Coordinator

Job Title: ITAF Practice Coordinator Reports to: [Operation Director / Executive Director]
Location:
Employment Type: Part-time 20-30 hours

Position Summary: The Practice Coordinator is responsible for overseeing the daily operations of the It Takes A Family practice office in Pennsville, NJ. The qualified person will ensure efficient workflow, quality patient care, and compliance with organizational policies and procedures, while also serving as the key point of contact between clinical and administrative staff, supporting smooth coordination across all aspects of the practice, including scheduling, patient flow, documentation, authorizations, customer service, hiring, outreach, practice growth, and development. This role should also ensure that all services are delivered with the highest standards of quality, compliance, and efficiency while maintaining a strong focus on client outcomes, staff performance, and location growth.

Key Responsibilities: Operational Oversight

• Coordinate and supervise daily administrative operations to ensure efficient, patient-centered experience.
• Maintain effective communication between front desk staff, clinicians, and management.
• Provide leadership and direction for all clinic operations, including clinical services, administration, and support departments.
• Develop and implement operational strategies that align with the organization’s mission, values, and long-term goals.
• Foster a culture of accountability, collaboration, and continuous improvement among all staff.
• Serve as the primary point of contact for leadership at the Cinnaminson office.
• Collaborate with Clinicians and administrative staff to ensure staff meet documentation, scheduling, and productivity standards.
• Monitor client flow, caseload distribution, and appointment utilization to ensure efficient service delivery.
• Payroll oversight

Staff Supervision and Support

• Provide guidance and day-to-day supervision for front desk staff, including training, task management, and performance support.
• Promote teamwork and accountability across the site.
• Conduct regular check-ins with staff to review performance and address any operational or workflow challenges.
• Ability to engage in difficult conversations with clarity and respect while maintaining a supportive, solution-focused approach.

Compliance and Reporting

• Ensure compliance with HIPAA, organizational policies, and payer requirements.
• Monitor and review appointment and billing reports to identify discrepancies or missing data.
• Maintain accurate records and ensure that all documentation and reports are submitted on schedule.

Collaboration and Communication

• Work closely with clinical leadership and management to support program goals and site operations.
• Communicate updates, procedural changes, and expectations to all team members clearly and promptly.
• Participate in meetings, training sessions, and quality improvement initiatives as required.
• Proactively identifies tasks, follows through to completion, and resolves issues without requiring repeated direction or reminders

Data, Reporting, and Evaluation

• Monitor key result areas (KRAs) such as client retention, productivity, authorization turnaround, and service outcomes.
• Prepare and present operational and clinical performance reports to executive leadership.

Compliance, Quality, and Risk Management

• Ensure compliance with all federal, state, and local regulations, including HIPAA, Joint Commission, and payer requirements.
• Oversee internal audits and corrective action plans related to clinical documentation, billing, and operational compliance.
• Implement and monitor quality assurance and performance improvement initiatives.
• Ensure the clinic maintains accreditation and licensure requirements.

Client and Community Relations

• Ensure client satisfaction through high-quality, client-centered services and responsive communication.
• Build and maintain relationships with referral sources, community partners, and stakeholders.
• Represent the clinic at community meetings, networking events, and public forums.
• Promote outreach initiatives that support community engagement and access to care.

Qualifications:

• Education: Associate’s or Bachelor’s degree in Health Administration, Business, or a related field preferred.
• Experience: Minimum of 2–3 years of experience in a medical office, or management position, at least 1 year of supervisory or lead experience required.
• Skills:
• Strong organizational and multitasking abilities
• Excellent interpersonal and communication skills
• Proficiency in EHR/EMR systems and Microsoft Office Suite
• Knowledge of medical terminology, scheduling procedures, and insurance authorizations
• Ability to manage competing priorities and maintain confidentiality

Core Competencies:

• Leadership and accountability
• Attention to detail
• Problem-solving and decision-making
• Outcome-oriented
• Team collaboration
• Professionalism and integrity

Rate is 20-25/hr

Pay: $20.00 - $25.00 per hour

Experience:

• supervisory: 1 year (Required)

Work Location: In person

Salary : $20 - $25