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.