Clinic Operations Coordinator
Location: Onsite
Rockville, Maryland
Schedule: MondayFriday
Reports To: Practice Administrator 60;
Supervises: NoneAbout Sunstone Therapies
Sunstone Therapies is a leader in the delivery of psychedelic-assisted therapy in medical settings. Today, we conduct clinical trials that advance the future of mental healthcare while delivering exceptional care to every participant we serve. As the field evolves, Sunstone is preparing to responsibly expand into clinical care as therapies receive regulatory approval. Our work is grounded in rigorous clinical practice, meaningful therapeutic relationships, and a commitment to providing thoughtful, compassionate care. With two active sites and plans to expand over the coming years, we are building the operational foundation needed to support responsible growth. At Sunstone, our culture is built on love and rigorcombining deep care for people with high standards of excellence in everything we do.
Position Summary:
The Clinic Operations Coordinator serves as the primary front-office representative for Sunstone Therapies, supporting patients throughout their experience while ensuring the smooth day-to-day operation of the practice. This role combines front office operations, patient coordination, scheduling support, insurance authorization coordination, billing liaison activities, and administrative quality support to help deliver an exceptional patient experience. The Clinic Operations Coordinator is often the first point of contact for patients and plays an essential role in creating a welcoming, organized, and efficient clinical environment. This position works closely with providers, clinical staff, billing partners, and administrative teams to coordinate information, support clinical workflows, and ensure operational excellence. This role is ideal for someone who thrives in a fast-paced healthcare environment, enjoys helping people, and takes pride in creating systems that support both patients and colleagues.
Primary Responsibilities:
Patient Experience & Front Office OperationsServe as the primary front-office representative for the clinic, greeting patients and visitors with professionalism and warmth.
Manage front desk operations, including answering phones, responding to inquiries, processing mail and deliveries, and coordinating laboratory pickups and shipments.
Support a positive patient experience by providing timely communication and coordinating administrative needs throughout the patient's care journey.
Maintain an organized, welcoming, and professional clinic environment.
Scheduling & Patient Coordination:
Provide scheduling support and backup coverage using the practice management system.
Coordinate patient appointments while maintaining scheduling accuracy and provider efficiency.
Confirm required documentation, including treatment consents and other required forms, are completed and on file prior toinsurance authorization activities and assist patients with scheduling-related questions.
Billing & Administrative OperationsServe as the primary liaison between the clinic and external billing partners.
Coordinate the flow of information necessary to support accurate billing and reimbursement.
Assist with insurance authorization coordination andaccurate patient records and support administrative documentation processes.
Clinic Operations & Quality Support:
Monitor clinic and office supply inventory and coordinate purchasing and restocking.
Support clinic readiness, including laundry, room organization, and coordination with hospital facilities as needed.
Assist with quality assurance and quality control activities, audits, and documentation reviews.
Perform data entry and maintain accurate operational records.
Support continuous improvement efforts that enhance clinic operations and the patient experience.
Required Qualifications:
EducationHigh school diploma or equivalent required. An associate's degree or additional coursework in healthcare administration, business, or a related field is preferred.
Experience:- Two or more years of experience in a healthcare practice, medical office, outpatient clinic, hospitality, or other customer-facing service environment.
- Experience supporting scheduling, patient coordination, or front officeadministrative and organizational skills with exceptional attention to detail.
- Skills & Competencies
- Outstanding customer service and interpersonal communication skills
- Ability to manage multiple priorities while maintaining accuracy
- Strong organizational and time management skills
- Professional judgment and discretion when handling confidential information
- Proficiency with Microsoft Office and the ability to learn new healthcare software platforms
- A proactive, solutions-oriented mindset with a commitment to continuous improvement
Preferred Qualifications:
Experience in healthcare, clinical research, medical office operations, hospitality, pharmacy, or medical assisting is preferred. Candidates with experience supporting patient scheduling, insurance authorization, revenue cycle coordination, or billing processes are especially encouraged to apply.
The following qualifications are also a plus:
- Experience coordinating with external billing agencies or insurance payers
- Project coordination or process improvement experience
- Familiarity with quality assurance or quality control processes
- Experience working within regulated healthcare or clinical research environments
- Experience using electronic medical records (EMR/EHR) and scheduling software
Physical Requirements:
A large percentage of the time is spent performing computer work. This role also requires occasional standing, walking throughout the clinic, lifting and carrying office or clinical supplies (up to approximately 25 pounds), and setting up meeting or training spaces. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Compensation & Benefits:
Sunstone Therapies offers a competitive salary commensurate with experience. The anticipated hiring range for this position is $55,000$65,000 depending on qualifications and experience. Benefits include medical, dental, and vision insurance, paid time off, and a 401(k) retirement savings plan.
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