CLINIC ADMINISTRATOR JOB DESCRIPTION

A Clinic Administrator manages the daily operational fabric of an outpatient or allied health clinic - the scheduling, records, stock, and front-desk coordination that keeps patient care moving without interruption. Precision matters here. In settings ranging from paediatric therapy units to community health centres, this role owns the interface between clinical staff, referring hospitals, and the patients and families who depend on timely, accurate service. When referral data is incomplete, when authorised therapy hours go unfulfilled, or when billing reconciliations slip, the Clinic Administrator is the one who catches it.

As the Clinic Administrator, you ensure that every operational system - appointment booking, patient documentation, inventory, and financial reporting - functions reliably enough that clinicians can focus entirely on care delivery. The role sits at the front of house and the back office simultaneously, answering to the Clinic Manager or Clinical Director across a patient-facing unit that may serve individuals, families, and multidisciplinary referral networks.

Career Impact: Mastering the operational and compliance demands of an outpatient clinic - from referral triage to billing reconciliation - builds a specialised administrative profile that is directly transferable into practice management and clinical operations leadership.

Business Impact: When patient records are accurate, schedules are fully covered, and authorised hours are fulfilled, the clinic can sustain its caseload and maintain the trust of referring hospitals and MDT partners.

Growth Opportunity: The breadth of this role - spanning finance, HR coordination, compliance auditing, and patient services - creates a credible path toward Clinic Manager or Practice Manager positions within the healthcare sector.

• Manage front-desk reception, directing patients, families, and professionals to the appropriate service or clinician.
• Coordinate appointment scheduling, including therapy rosters, daily callouts, and coverage gaps, to ensure authorised client hours are met.
• Review incoming referrals for completeness and redirect incomplete or out-of-criteria submissions back to referrers.
• Maintain and update patient records and databases, including appointment letters, discharge correspondence, and documentation requests.
• Process billing, invoicing, and financial reconciliations, including treatment number reporting, within required timeframes.
• Monitor and manage clinic inventory, submit purchase orders within approved budget, and track supply levels.
• Oversee audit activity across timesheets, time rendering, and payroll records, implementing corrective procedures where deficiencies are found.
• Prepare weekly reporting dashboards and escalate KPI variances with root cause input to the Clinic Manager or Clinical Director.

• Secondary education qualification at GCSE level or equivalent, with demonstrated literacy and numeracy.
• 2 or more years of administrative experience in a healthcare, hospital, or patient-facing clinical setting.
• Experience managing appointment booking systems, patient records, and multi-user databases with high attention to detail.
• Demonstrated ability to handle sensitive patient information with discretion, empathy, and adherence to confidentiality requirements.
• Proven competency in financial administration tasks, including billing, invoicing, reconciliation, and expense reporting.
• Strong verbal and written communication skills, with the ability to engage effectively across diverse patient populations and professional stakeholders.
• Ability to work independently, prioritise competing demands, and maintain accuracy under operational pressure.

• Bachelor's degree in healthcare administration or a related field, or a vocational qualification in customer care or business administration.
• CPR and Basic Life Support certification, or willingness to obtain prior to start.
• Prior exposure to referral triage processes, MDT coordination, or NHS administrative frameworks.
• Experience supporting staff onboarding, conducting interviews, or contributing to workforce retention initiatives.

• Referral data accuracy rate, measuring the proportion of incoming referrals processed without rework.
• Authorised therapy hours fulfilment rate, tracking whether scheduled client hours are fully covered each week.
• Billing and reconciliation turnaround time, reflecting how promptly treatment reports and invoices are completed.
• Audit deficiency rate across timesheet and payroll reviews, indicating procedural compliance within the unit.
• Stock availability score, measuring how consistently supplies are maintained within budget and without shortfall.
• Typical tools: Practice management systems (commonly electronic patient record platforms); office productivity suites (commonly spreadsheet and word processing applications).

• Base Salary Range: $38,000 to $52,000 per year, depending on setting and experience.
• Bonus: Discretionary performance bonus where applicable; not standard across all clinic types.
• Equity: Not typical for this role in outpatient clinic settings.
• Health Benefits: Medical, dental, and vision coverage standard in most healthcare employer packages.
• PTO: 10 to 15 days annually, plus public holidays; some settings offer additional sick leave.
• Common Perks: CPR/BLS certification reimbursement, continuing education support, and employee assistance programmes.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment in this role is contingent on successful completion of background screening, which may include criminal history and, where applicable, drug testing consistent with healthcare facility requirements. All qualified applicants are considered without regard to race, colour, religion, sex, national origin, age, disability, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the hiring process. Candidates must hold current authorisation to work in the United States.

The Clinic Administrator owns the full reception function and administrative support for the Clinic Manager and Deputy, covering stock orders, billing reconciliations, and patient survey coordination to keep clinic operations running accurately and on time. Reporting to the Clinic Manager, this role liaises with referring Trusts and hospitals to ensure reports and orders are submitted before deadlines.

Key Responsibilities

• Undertake all reception duties welcoming and directing patients and visitors to the clinic.
• Assist with all clinic administration associated with staff, patients and the clinic as a whole.
• Communicate with the referring Trust/Hospital.
• Attend meetings with Clinic Manager.
• Prepare materials for meetings, reports and information requests.
• Assist with patient documentation requests from management or Trust.
• Facilitate patient survey and feedback distribution and collection to ensure maximum contribution.
• Submit stock orders in a timely manner.
• Report on treatment numbers, billing and reconciliations.

Required Qualifications

• Good education at GCSE level or equivalent.
• Demonstrate excellent administration skills and diary management experience.
• Previous experience working in a hospital, healthcare or customer service setting.
• Previous stock control experience.
• Experience of report writing and report reconciliation.
• Computer literacy with proven experience in MS Office Word, Excel and PowerPoint.
• Demonstrate good verbal and written communication skills with excellent rapport building.
• Fluency in English.

Embedded within the clinic operations team, the Clinic Administrator delivers day-to-day coordination across enquiries management, clinic booking, patient records, and invoicing to keep the practice running efficiently. Working closely with clinicians and health professionals, this role ensures patient data is accurate, telehealth appointments are supported, and billing and invoicing are processed without delay.

Core Functions

• Proactively engage with individuals, families and health professionals in receiving and managing enquiries.
• Coordinate, prepare and organise assessment activities for clinicians.
• Provide support for telehealth appointments via a secure platform.
• Manage and update patient records and databases.
• Perform general administration duties including filing and dictation.
• Resolve day-to-day operational issues and challenges.
• Process online billing and invoicing.

Qualifications & Experience

• Previous experience in a medical clinic setting and with medical practice software is considered favourably.
• Advanced skills in Microsoft tools including Excel and databases.
• Excellent customer service with well-developed interpersonal and communication skills.
• Excellent administration and organisational skills with high attention to detail.
• Energetic and solutions-focused with the ability to work independently in a fast-paced environment.
• Positive attitude and strong work ethic with the ability to multi-task.

Reporting to the Clinical Director, the Clinic Administrator shapes the operational environment of the clinic by managing scheduling, audits, inventory, KPI reporting, and facility oversight across the assigned unit. Partnering with caregivers, staff, and external stakeholders, this role ensures that therapy schedules are fully covered, client authorised hours are fulfilled, and administrative compliance is maintained.

Primary Duties

• Implement and represent policies and procedures enthusiastically and create a warm and welcoming environment within the assigned unit.
• Execute daily operations of the location, including managing sign-in sheets and authorizing personnel in the clinic.
• Assist in adhering to the clinic budget, monitor and manage expenditures, and complete expense reports.
• Maintain and track clinic supplies, manage inventory, and complete purchase orders within budget.
• Monitor key performance indicators, prepare weekly reporting dashboards, and provide input on variance root causes and solutions under the direction of the Clinical Director.
• Oversee and manage all scheduling including therapy schedules, daily callouts, and coverage requests to ensure adequate hours and fulfilled client authorizations.
• Communicate with caregivers and staff regarding late or early arrivals and pickups.
• Oversee all audits including timesheet, time rendering, label, and payroll management audits and implement procedures related to deficiencies.
• Identify staffing needs, conduct interviews when requested, make hiring recommendations, and assist with employee retention efforts.
• Manage location email inbox and respond to all communications within 24 hours.
• Communicate IT issues to the relevant department and ensure timely follow-up.
• Manage facility maintenance to ensure cleanliness, stocked supplies, and materials in good working order.
• Maintain workplace safety procedures including annual training, monthly fire extinguisher checks, and emergency response oversight.
• Provide clinic tours to external stakeholders and attend required weekly and monthly meetings.
• Support Clinical Director as requested.

Education & Experience

• Bachelor's degree in healthcare administration or related field, Master's degree preferred.
• CPR and BLS Certifications.
• Minimum of 2 years of administrative experience in a medical setting.
• Experience using medical practice management software, with Central Reach experience considered highly favourable.
• Proficient with Microsoft Office applications.
• Resilient, motivated, and highly organised with effective time and project management skills.
• Flexible with the ability to embrace change and seek feedback with a growth mindset.
• Ability to identify and analyse critical issues, draw conclusions, and formulate recommended solutions.
• Ability to work collaboratively with a variety of internal and external contacts.
• Excellent interpersonal and communication skills, both verbal and written, with the ability to resolve conflicts.
• Understanding of the business and industry with a desire to gain knowledge of emerging trends.
• Ability to effectively network and market services.
• Ability to work under pressure and manage last-minute changes.
• Pass Federal, State, and County background checks.

Sitting at the intersection of patient services and multidisciplinary team coordination, the Clinic Administrator leads the front-desk and administrative functions of a community health centre, managing referral review, appointment booking, MDT liaison, and stock procurement to sustain service delivery. Operating across paediatric, therapy, and general outpatient services, this role supports the Administration Team Lead and clinical staff while ensuring compliance with mandatory training requirements and continuous service improvement.

Duties

• Act as receptionist and first point of contact for the general public and professionals, either on the phone or in person, including handling general enquiries.
• Ensure all telephone enquiries are handled politely and sympathetically, providing help and support to the caller.
• Assist with the training of new and bank staff and contribute to the effective performance of the team.
• Use verbal and listening skills to understand clients with cultural differences, special needs, and age-related considerations and communicate with those who do not have English as their first language using Language Line.
• Show empathy towards patient needs, communicate in sometimes hostile or antagonistic situations, and handle sensitive issues with tact and diplomacy.
• Provide and receive complex and sensitive information requiring empathy and reassurance.
• Ensure sufficient reception and administrative cover by liaising with other Clinic Administrators and the Administration Team Lead before requesting annual leave.
• Provide administrative and clerical support to paediatrics and therapy services as required.
• Ensure reports are completed accurately and in a timely manner and participate in audits when necessary.
• Provide an efficient appointment booking service with appropriate recording of information in the system.
• Review incoming referrals for data completeness and provide feedback to referrers where data is incomplete, incorrect, or does not meet service criteria.
• Send appointment and discharge letters and other correspondence to patients and referrers as necessary.
• Liaise with the MDT for referrals requiring triage and take appropriate action as directed.
• Maintain and monitor stock and use set processes for ordering goods and supplies using the e-procurement system.
• Liaise with external contractors as required.
• Maintain compliance with mandatory training requirements.
• Identify areas where improvements in safety or quality can be made and work closely with others to improve services.

Skills & Qualifications

• GCSE English and Maths grades A–C or equivalent.
• NVQ in Customer Care.
• Experience working in an administrative capacity.
• Previous administrative, secretarial, or customer care experience.
• Experience working in an NHS setting and with members of the public.
• Experience with a multi-user database.
• Demonstrable knowledge of MS Word, Outlook and Excel.
• Knowledge of Systm One and Dictate IT.
• Evidence of good interpersonal and organisational skills.
• Ability to work under pressure, prioritise workload, and work unsupervised.
• Ability to work effectively as part of a team.
• Good written and spoken English.