CLINICAL ADMINISTRATOR JOB DESCRIPTION

A Clinical Administrator keeps a healthcare facility's administrative layer running without friction. Patient scheduling, attendance documentation, medical record handling, and real-time communication with clinical staff define the daily work. One missed pre-authorisation or a misfiled screening result can delay care and expose the facility to compliance risk. This role sits between front-desk operations and the clinical team, absorbing administrative load so that licensed staff remain focused on patient outcomes.

As the Clinical Administrator, you manage the operational workflows that keep patient intake, documentation, and clinical communications accurate and on schedule across a healthcare setting. You report into senior nursing or clinical leadership and serve as the primary administrative point of contact for patients, families, and clinical staff alike.

Career Impact: Hands-on exposure to EMR systems, medical screening protocols, and clinical documentation builds a record of healthcare-specific administrative expertise that transfers across hospital, outpatient, and specialty clinic environments.

Business Impact: Accurate billing records, timely pre-authorisation handling, and complete patient documentation directly determine whether clinical staff can deliver care without administrative delay.

Growth Opportunity: The breadth of this role - spanning scheduling, compliance documentation, and cross-functional clinical liaison - positions administrators for advancement into Clinical Coordinator or Healthcare Operations roles.

• Manage patient and clinician scheduling to ensure all appointments, group sessions, and assessment events are confirmed and communicated on time.
• Coordinate patient intake and virtual session access, monitoring attendance and following up with absent clients or families.
• Process pre-authorisation requests for surgeries, hospital admissions, imaging, and therapy within required response windows.
• Document clinical and non-clinical notifications in tracking logs, following up on all pending items until resolved.
• Maintain patient records, screening results, and billing spreadsheets with accuracy across written and electronic formats.
• Support clinical staff by preparing candidate files, typing correspondence, filing medical documents, and managing incoming and outgoing communications.
• Liaise between clinical teams, external agencies, and patients to route queries, relay test results, and action pharmacy communications promptly.

• High school diploma, GED, or equivalent work experience.
• 2 or more years of administrative experience in a clinical, medical, or healthcare setting, with demonstrated patient-facing responsibility.
• Proficiency in data entry with high accuracy across structured record-keeping systems.
• Strong written and verbal communication skills, with the ability to relay clinical information clearly to patients, families, and staff.
• Ability to manage competing priorities and meet time-sensitive documentation deadlines without supervisory prompting.
• Comfort working in regulated environments requiring confidentiality and adherence to medical documentation standards.

• Prior experience supporting medical screening procedures such as ECG, spirometry, audiometry, or urinalysis documentation.
• Familiarity with electronic medical records platforms and cloud-based communication systems used in outpatient or telehealth environments.
• Experience handling holter monitor coordination, STAT request processing, or pre-authorisation workflows in a clinical call centre context.
• Bilingual or native English proficiency with demonstrated ability to communicate clearly across patient populations including adolescents and young adults.

• Attendance documentation accuracy rate, measured against discrepancies found during billing reconciliation.
• Pre-authorisation turnaround time, tracking requests resolved within the facility's required window.
• Notification follow-up completion rate, measuring the proportion of pending clinical and non-clinical notifications closed per shift.
• End-of-day reporting compliance, measured by on-time submission rate across scheduled shifts.
• Survey expiry tracking rate, reflecting the proportion of patient surveys administered on schedule before expiry.
• Typical tools: Electronic medical records (commonly EMR platforms); productivity and communication suites (commonly Microsoft Office, Google Workspace); scheduling and messaging tools (commonly Zoom, Slack).

• Base Salary Range: $38,000 to $52,000 per year
• Bonus: Performance-based, typically 3 to 5% of base
• Equity: Not typical at this level
• Health Benefits: Medical, dental, and vision coverage standard
• PTO: 10 to 15 days annually, plus public holidays
• Common Perks: Continuing education support, EAP access, shift flexibility in telehealth settings

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

Employment contingent on successful completion of a background check and, where applicable, drug screening consistent with healthcare facility standards. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available for individuals with disabilities upon request. Candidates must be authorized to work in the United States.

The Clinical Administrator owns scheduling and real-time session support for clinicians, clients, and families within a virtual treatment program, coordinating daily attendance tracking and billing updates. Reporting to clinical leadership, the Clinical Administrator ensures uninterrupted group participation and timely survey delivery to support continuous patient care.

Key Responsibilities

• Manage all scheduling for clinicians, clients, and families.
• Facilitate clients' virtual entry during treatment sessions to turn on camera and remain engaged in group.
• Monitor group attendance and help contact any absent clients.
• Track and monitor alumni group.
• Document group attendance in appropriate spreadsheet on all days and times of treatment.
• Communicate absences, technological difficulties, or clinical concerns with relevant team members, clients, and families.
• Update attendance and billing spreadsheet each night accurately and on time.
• Provide clients and families with calendar invitations and text reminders to treatment sessions.
• Manage reminder alerts through appropriate software.
• Track all expiring surveys and add to spreadsheets to ensure surveys are given to each patient on time.

Required Qualifications

• Previous experience working with teens and/or young adults in both individual and group settings is highly preferred.
• High attention to detail with ability to work independently and efficiently.
• Proficiency with cloud-based communication tools including Slack, Dropbox, Gmail, Zoom, Google Drive, and EMR.
• Limited proficiency in Excel or Google Sheets.
• Native or bilingual English proficiency.

Embedded within a cardiac monitoring team, the Clinical Administrator delivers high-volume inbound call handling and patient-facing instruction on holter monitor setup and return shipment while maintaining notification logs and end-of-day reporting. Working closely with holter scanning, QA staff, and account executives, the Clinical Administrator sustains the timely flow of clinical and non-clinical communications that keep monitoring operations running accurately.

Core Functions

• Provide quality customer service answering incoming phone calls and completing customer and patient requests including STAT requests, diary entries, demographic changes, faxing, mailing, duplicate scans, and other requests.
• Provide patients with knowledgeable, helpful instruction on hooking up holter monitors, monitor usage, and packaging for return shipment.
• Save diaries in a timely, organized manner for quick availability to clinical staff.
• Check voicemails and respond in a timely, professional manner.
• Call clinical and non-clinical notifications in a timely manner and track all attempts.
• Follow up with pending clinical and non-clinical notifications and track all attempts.
• Download all flash cards, notate on tracking log, and prepare for shipping.
• Print and prepare mail hard copies for shipping.
• Communicate with holter scanning and QA staff via email for STATs, diaries, report changes, and other requests, and follow up if no response.
• Communicate with AEs via phone, email, or chat and follow up on all requests.
• Keep notification logs and tally total numbers after each shift.
• Read and respond to email communications in a timely manner.
• Submit an end-of-day report at the end of each shift.

Qualifications & Experience

• High School Diploma or GED required.
• Highly proficient in data entry, Microsoft Office, and handling high volumes of inbound and outbound calls.
• Excellent customer service skills.
• Above-average knowledge of Excel, SharePoint, and Outlook.
• Detail-oriented with the ability to multitask competing priorities.
• Exceptional communication and interpersonal skills, both verbal and written.

Reporting to senior nursing and clinical staff, the Clinical Administrator shapes administrative support across candidate medical assessments for a defence recruiting centre, including records preparation, data entry, and correspondence management. Partnering with candidates and clinical personnel, the Clinical Administrator enables smooth processing of medical documentation and timely candidate progression through the application process.

Primary Duties

• Provide administrative support to senior nursing and clinical staff during medical examinations.
• Prepare and collate all candidate records at least 7 days ahead of each assessment event.
• Perform data entry on the Defence Recruiting Services application.
• Type informative letters and file and retrieve candidate medical information and documents.
• Link files and observe medical documentation protocols.
• Manage incoming and outgoing mail at the centre.
• Answer queries and assist candidates through the medical administrative aspects of the application process.

Skills & Qualifications

• Previous experience in an administrative role.
• Competent in Microsoft Word, Excel, and Outlook with ability to adapt to and learn in-house databases.
• Ability to work independently and within a team environment.
• Clear and confident communication skills, both verbal and written.
• Strong attention to detail.
• Ability to prioritise tasks effectively.

Sitting at the intersection of clinical operations and administrative coordination, the Clinical Administrator leads a full range of medical screening tests including audiometry, spirometry, and ECG while ensuring accurate documentation across written and electronic formats. Operating across healthcare professionals and external agencies, the Clinical Administrator supports timely medical standards compliance and seamless information flow within the screening centre.

Duties

• Conduct medical screening tests including audiometry, vision testing, colour perception, height and weight measurement, body mass index, peak flow, spirometry, ECG, and urinalysis.
• Ensure medical documents required for screening are available in a timely manner.
• Ensure all results are accurately documented in appropriate written and electronic formats.
• Liaise with healthcare professionals and external agencies on questions regarding medical standards.
• Type letters, file documents, and perform photocopying.
• Respond to email queries.

Position Requirements

• Previous administration experience required.
• Proficient in data entry with strong accuracy.
• IT literate and comfortable using in-house databases.
• Flexible and adaptable to varying working environments.
• Ability to work independently and within a team.
• Comfortable wearing PPE equipment including face masks and shields.

A key member of the clinical operations team, the Clinical Administrator builds efficient administrative support across partnership meetings, pharmacy communications, and physician services within a primary care project. Collaborating across clinical and non-clinical personnel, the Clinical Administrator ensures prompt, confidential handling of calls, records, and messages that sustain day-to-day project operations.

Accountabilities

• Take minutes at partnership and clinical meetings.
• Ensure calls and visits are dealt with promptly and courteously, transferring calls to appropriate personnel when necessary.
• Maintain admin, record-keeping, and communication within the project.
• Process and action information received from pharmacies promptly and efficiently.
• Provide administrative support to doctors including room bookings, photocopying, and taking and passing messages.

Experience & Qualifications

• Knowledge of general office procedures.
• IT literacy.
• Excellent time management and organisational skills.
• Ability to respond to requests for assistance while maintaining confidentiality when necessary.
• Confident and effective communication skills, both verbal and written.
• Good interpersonal skills and willingness to work flexibly as part of a team.

Accurate resolution of provider and enrollee inquiries depends on the Clinical Administrator, who manages inbound calls, pre-authorisation requests for surgeries and imaging, and a range of administrative tasks within established healthcare procedures. Based within a call centre environment, the Clinical Administrator supports operational continuity by completing moderate-level work independently while escalating higher-level tasks appropriately.

Functions

• Respond to incoming provider and enrollee calls.
• Resolve customer service inquiries.
• Assist with faxes and emails.
• Handle pre-authorisation calls for upcoming surgeries, hospital admissions, imaging, and therapy.
• Complete basic tasks without review and perform moderate-level work within established and non-established procedures.
• Seek supervision and guidance for higher-level tasks.

Professional Experience

• 2+ years of customer service experience analysing and resolving customer issues.
• Previous clinical or healthcare experience.
• Experience working in a call centre environment.
• Computer experience including ability to learn new system applications and perform data entry.
• Previous experience with Microsoft Office including Outlook and Word.
• Previous experience with Microsoft Excel including creating, editing, saving, and sending spreadsheets.