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Clinic Coordinator

2 weeks ago

Vaughan, Canada ATMA-Cena Psychedelics Healthcare Solutions Full time

**SUMMARY**:
The Clinic Coordinator’s multifaceted role demands robust organizational,
communication, and leadership abilities. They efficiently manage clinic operations, ensuring patient and staff support. Responsibilities include supporting business aspects, maintaining smooth operations, prioritizing client service excellence, and adhering to healthcare standards—all while adapting to the unique dynamics of this emerging field.

**Qualifications**:

- Post secondary diploma or degree in relevant field (e.g. healthcare administration, business administration, psychology, public health, or a related discipline)
- Experience in administrative and customer service position is considered an asset
- Strong attention to detail
- Outstanding communication skills
- Experience working in Microsoft
- Experience using Jane App
- Comfortable working with the public
- Provide a calming presence in interactions with patients and guardians
- Comfortable answering phones with proper phone etiquette
- Experience with Jane EMR is an asset

**KEY RESPONSIBILITIES**:
The Clinic Coordinator plays a pivotal role in ensuring the smooth functioning of the clinic's administrative and operational aspects. Their responsibilities encompass a wide range of duties that contribute to efficient delivery of care and the clinic's overall success. Key duties and tasks for this role include:
**Patient Services Coordination**:

- Support the patient intake process,
- Assist with scheduling therapy sessions, maintain patient records in compliance with confidentiality regulations, and help ensure a smooth and positive patient experience.
- Coordination with Healthcare Providers: Coordinating with therapists, psychiatrists, nurses, and other healthcare professionals to ensure seamless coordination of patient care, scheduling, and adherence to treatment protocols.

**Staff Coordination**:

- Assist in creating schedules, delegating tasks, mediating concerns, and fostering a positive work environment.
- Setting up and coordination of continuing education for health professional staff members employed in the facility, as may be required by their respective regulatory associations.

**Facility Coordination**
- Assist with maintaining the clinic's physical environment, including organizing routine and preventative maintenance, repairs, and ensuring the clinic remains clean and orderly.
- Coordinate with vendors and service providers for equipment maintenance and supply deliveries.
- Monitor inventory levels for medical supplies and office equipment, ensuring that orders are placed in a timely manner.
- Ensure the clinic complies with safety standards and regulatory requirements by assisting with regular inspections and audits.
- Inventory and Supplies: Managing inventory levels, ordering supplies necessary sessions, and ensuring proper storage and usage of psychedelic substances, if applicable, adhering to legal and safety guidelines.

**Technology and Systems Coordination**:

- Assist in the upkeep of electronic health record systems, scheduling software, and other technologies that support clinic operations.
- Ensure that the clinic's technology is regularly maintained and complies with current standards, coordinating with service providers to maintain optimal performance.
- Provide support to staff in using the Jane Electronic Medical Record (EMR) system, including assistance during upgrades or system changes.
- Purchasing equipment and other devices or supplies may be related to patient care.

**Financial Coordination**:

- Supply Ordering: Ensure that medical and office supplies are ordered efficiently and within budget.
- Handle Point of Sale (POS) transactions and assist with billing processes, ensuring accurate and timely completion.
- Billing Support: Assist with patient billing, verifying insurance information, and ensuring accurate coding and documentation.
- Invoice Processing: Handle or assist with processing invoices and payments for vendors and service providers.
- Cost-Saving Initiatives: Identify opportunities for cost reduction while maintaining quality of care.

**Quality Improvement**:

- Assist in coordinating and supporting quality assurance initiatives to improve clinic services. Help implement enhancements based on feedback, evaluations, and established best practices.
- Ensure that daily operations reflect the clinic’s mission statement and goals.

**Emergency Preparedness**:

- Assist in developing and organizing protocols for handling emergencies or crises within the clinic.
- Help coordinate staff training on emergency procedures to ensure readiness and safety during critical situations.

**Other Duties**:

- Perform other related duties as assigned to support the overall functionality and efficiency of the clinic.

**REQUIRED SKILLS**:
A solid understanding of healthcare operations, along with familiarity of regulatory compliance and the specific requirements of psychedelic-assisted therapy, is beneficial. Our Clinic Coo