Clinical Administrative Coordinator

About ProCare Solutions ProCare Solutions is a Knowledge-Process-Outsourcing company (KPO) focused on supporting healthcare operations, and assisting clinics from all specialties located in the U.S. We are expanding and hiring an on-site Clinical Administrative Coordinator to provide administrative, operational, and documentation support to one of our partner clinics. Position Summary The Clinical Administrative Coordinator plays a key operational role in supporting clinical workflows, documentation accuracy, compliance tasks, and communication with clinical teams and external partners. This is an on-site, detail-intensive role that requires excellent communication skills, high English fluency, strong organization, and the ability to work with structured medical processes. Bilingual Medical doctors with a bachelor's degree are strongly encouraged to apply. We are looking for someone who can work quickly and efficiently in a simple yet highly structured role that requires completing multiple critical steps in patient care. Key Responsibilities Clinical Documentation & Records Management Create, maintain, and update digital patient files within cloud-based systems. Ensure all clinical assessments, patient data, and required documents are complete and properly organized. Review and quality-check records before they move to the clinical or billing team. Prepare documentation packets ahead of scheduled patient treatments or evaluations. Compliance & Program Coordination Support documentation and submission of compliance-related forms. Ensure program-specific requirements (e.g., monitoring forms, enrollment packets) are completed on time. Maintain accurate logs for compliance tasks and required submissions. Administrative Operations Coordinate with clinical teams, administrative staff, patients, and external partners. Track pending tasks, follow up proactively, and ensure deadlines are met. Maintain activity logs, status trackers, and operational reports. Provide daily updates to supervisors, clinic partners, and internal teams. Billing & Revenue Cycle Support Prepare and upload billing-related documentation into clinic systems. Coordinate with billing partners to ensure proper submission of required documents. Track submitted items and maintain logs of pending or completed billing tasks. Medication & Pharmacy Coordination (Administrative Only) Assist with administrative steps for medication authorization, documentation, or coordination. Communicate with pharmacies and clinic staff for clarification, tracking, or document requests. Patient Support (Non-Clinical) Communicate with patients when needed to collect documentation or missing information. Maintain a professional, compassionate, and service-oriented tone. Core Competencies & Skills 1. High Attention to Detail Ability to maintain error-free documentation and spot inconsistencies quickly. 2. Organization & Time Management Skilled at managing multiple tasks, patient files, and deadlines without losing control. 3. Advanced English Communication (CC2) Required for daily communication with U.S.-based clinical teams (written, verbal, and listening). 4. Process Discipline & Consistency Comfortable following structured workflows and ensuring all steps are completed accurately. 5. Tech Proficiency Strong ability to work with: Google Workspace, EMR/EHR-style systems, Digital forms and PDF tools, Cloud file management 6. Professionalism & Reliability Consistent attendance, punctuality, and responsibility are essential in a clinical support environment. 7. Confidentiality & Compliance Awareness Understanding of the importance of HIPAA, privacy rules, and handling sensitive patient information. Preferred Qualifications Bachelor’s degree in a health-related field. Medical Doctor (MD) degree or partial medical training is a strong plus. Experience in clinical administration, medical documentation, or healthcare coordination. Prior experience supporting behavioral health or specialty clinics is beneficial. Compensation & Benefits Highly competitive salary over $1000 depending on experience and qualifications. Full legal benefits (INSS, vacation, holidays, 13th month, etc.). Stable Monday-Friday schedule (U.S. hours). Professional growth in a rapidly expanding healthcare operations company. Training and development opportunities in clinical workflows and compliance.

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