Location: Brighton, MA
Position Type: Full-Time, On-site 
Reports To: Jen Thompson, Practice Manager 

Position Overview:

The Clinic Coordinator plays a vital role in the daily operations of WHSP Medical, P.C. This position requires a detail-oriented and experienced healthcare professional to oversee the coordination of provider schedules, manage patient flow, and handle complex administrative tasks such as insurance prior authorizations. As a key role between clinical providers, patients, and administrative staff, the Clinic Coordinator ensures a seamless and efficient experience for all involved while supporting the shared mission of WHSP Medical and the WHSP Institute to optimize women’s health, sports medicine, and athletic performance.

Key Responsibilities:

• Develop, maintain, and optimize daily, weekly, and monthly schedules for all healthcare providers, including physicians, advanced practice providers, dietitians, and mental performance specialists.

• Coordinate patient appointments across multiple disciplines to ensure efficiency, minimize wait times, and maximize provider availability.

• Serve as the primary point of contact for scheduling adjustments, cancellations, and rescheduling requests from both patients and providers.

• Oversee the processing and submission of insurance prior authorizations for procedures, imaging, therapies, and specialty referrals; follow up to ensure timely approvals and communicate outcomes to providers and patients.

• Monitor patient flow throughout the day to ensure smooth transitions between check-in, vitals, treatment, and check-out.

• Support and guide front desk staff (Patient Services Representatives) to ensure proper patient intake, registration, and communication practices.

• Collaborate closely with clinical staff to identify scheduling efficiencies and address conflicts in workflow.

• Maintain accurate records and documentation regarding authorizations, denials, and appeals as needed.

• Respond to complex patient or provider inquiries regarding scheduling, treatment plans, and insurance processes.

• Monitor patient portals daily to ensure timely acknowledgment and response to patient messages, inquiries, and concerns, escalating clinical questions to appropriate providers as necessary.

• Participate in administrative meetings to provide feedback and suggestions for process improvement and patient satisfaction initiatives.

• Ensure compliance with HIPAA and other healthcare regulatory standards in all scheduling and documentation processes.

• Assist in training new administrative staff as needed.

• Provide support for special clinic events, workshops, and performance screenings as needed.

Qualifications – Education and Prior Experience:

• High School Diploma or equivalent (required)

• Associate’s or Bachelor’s degree in Healthcare Administration, Business, or a related field (preferred)

• 1–3 years of experience in a medical office or outpatient clinical setting (required)

• Direct experience with provider scheduling and/or prior authorization processes (required)

• Experience in women’s health, sports medicine, or athletic/performance environments (preferred)

Qualifications – Skills and Competencies:

• Exceptional verbal and written communication skills

• Strong organizational, time management, and multitasking abilities

• Comfort with electronic medical record (EMR) systems (Athenahealth, EPIC) and office software (Microsoft Office, Google Workspace)

• Familiarity with insurance authorization requirements and workflows

• Knowledge of medical terminology, particularly related to orthopedics, physical therapy, and women’s health (preferred)

• Understanding of HIPAA regulations and patient confidentiality requirements

• Ability to manage competing priorities, collaborate, lead as needed, and thrive in a dynamic, fast-paced, and team-oriented environment

• Professional and approachable demeanor, with a passion for women's health and sports performance

• Commitment to exceptional patient service, especially for active and athletic women clientele

What we offer:

• A supportive, empowering workplace focused on advancing women’s health and athletic performance

• A dynamic environment with athletes, performers, and active women of all ages

• Opportunities to learn from leading experts in women’s sports medicine, performance, and wellness

• Competitive salary and benefits package

How to apply:

Please submit your resume and a brief cover letter outlining your interest in working at the intersection of women’s health, sports, and performance to jthompson@whspmedical.com

WHSP MSO is an equal opportunity employer. WHSP MSO provides equal employment opportunities to all employees and applicants for employment regardless of race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or military service.