Clinical Administrator

Job description

We are seeking a highly organized, experienced, and driven Clinical Administrator to lead the administrative and operational groundwork for our FQHC clinic prior to opening, then transition into a permanent leadership role upon launch. The selected candidate will begin as an Independent Consultant for a 90-day pre-opening engagement, during which they will be instrumental in building operational infrastructure, establishing workflows, credentialing providers, and preparing the clinic for a successful launch. Upon successful completion of the consulting period and clinic opening, the position converts to a full-time Clinical Administrator role, subject to mutual agreement and satisfactory performance. This is an exciting opportunity for a self-starter who thrives in a startup environment and wants to shape a clinic from the ground up. This position is primarily on-site at the clinic location. During the consulting phase, some remote work may be accommodated for administrative tasks. The Clinical Administrator must be available during clinic hours post-opening and flexible to handle operational needs as they arise. Phase 1: Consulting Engagement (Days 1–90) During the pre-opening consulting phase, the Clinical Administrator Consultant will focus on building the operational foundation for the clinic. Key consulting deliverables and responsibilities include: Administrative Infrastructure Establish clinic policies, procedures, and administrative protocols Set up electronic health records (EHR) system and ensure staff readiness for go-live Develop and implement compliance programs in accordance with HIPAA, OSHA, and applicable state regulations Create patient intake processes, scheduling systems, and front-desk workflows Draft and finalize employee handbooks, onboarding materials, and HR documentation Provider Credentialing & Contracting Manage credentialing and privileging of all clinical staff with payers and medical boards Facilitate provider enrollment with insurance carriers (Medicare, Medicaid, commercial payers) Coordinate and track all licensing requirements for clinical and administrative staff Negotiate and review vendor and supplier contracts Financial & Billing Setup Partner with billing team or vendor to establish revenue cycle management processes Set-up fee schedules, billing codes, and charge capture workflows Establish accounts payable/receivable procedures and financial reporting templates Assist in preparing the operational budget for Year 1 Staffing & Recruitment Collaborate with leadership on hiring clinical and administrative staff Conduct interviews, reference checks, and onboarding of pre-opening hires Design staff scheduling templates and time-tracking systems Facilities & Vendor Coordination Coordinate with landlord, contractors, and vendors for clinic build-out and equipment procurement Ensure all equipment is installed, tested, and operational prior to opening Obtain necessary business licenses, permits, and certifications Conduct pre-opening inspection checklists and readiness assessments Phase 2: Full-Time Clinical Administrator (Post-Opening) Upon successful clinic launch, the Clinical Administrator assumes full-time leadership of day-to-day clinical and administrative operations, including but not limited to Operations Management Oversee all clinic operations to ensure efficient, high-quality patient care delivery Monitor key performance indicators (KPIs) including patient satisfaction, wait times, and throughput Continuously evaluate and improve operational processes and workflows Serve as primary point of contact for staff escalations, patient complaints, and operational issues Financial Oversight Manage clinic budget, monitor financial performance, and report variances to leadership Oversee billing and coding accuracy and denial management with the revenue cycle team Identify cost-saving opportunities without compromising quality of care Human Resources & Staff Leadership Supervise administrative and non-clinical staff, support supervision of clinical staff in coordination with Medical Director Conduct annual performance reviews, manage disciplinary processes, and foster a positive work culture Identify training needs and implement staff development initiatives Regulatory Compliance Maintain clinic’s compliance with all federal, state, and local healthcare regulations Coordinate audits, accreditation surveys, and licensing renewals Stay current with changes in healthcare law and payer requirements Education Bachelor’s degree in healthcare administration, Business Administration, or a related field required Master’s degree (MHA, MBA, or MPH) strongly preferred Experience Minimum 3–5 years of experience in clinical or medical practice administration Prior experience managing a clinic launch, expansion, or start-up strongly preferred Demonstrated experience with provider credentialing and insurance enrollment Hands-on experience with EHR platforms (e.g., Epic, Athenahealth, eClinicalWorks, or similar) Experience managing budgets, billing operations, and revenue cycle functions Skills & Competencies Exceptional organizational and project management skills with ability to manage multiple priorities simultaneously Strong leadership and interpersonal skills; ability to motivate and guide a team Excellent written and verbal communication skills High proficiency in Microsoft Office Suite and healthcare software applications Deep knowledge of HIPAA, OSHA, CMS regulations, and healthcare compliance standards Problem-solving mindset with the ability to work independently in a fast-paced, startup environment