Clinic Office Coordinator - Reno

Welcome to GSC!

About Us

At Geriatric Specialty Care of Reno, we're expanding our model for caring for seniors that provides high-quality, comprehensive in-home healthcare services to seniors all across Northern Nevada. From private residences and long-term care to assisted living facilities, our team of nurses, physicians, advanced practice providers, and care providers visit patients where they're most comfortable—creating a seamless, convenient, and personalized process for seniors and their caretakers.

The Opportunity

The Clinic Office Coordinator is primarily an office administration role supporting daily clinic and market operations at our Reno location. This individual ensures the clinic runs smoothly each day — managing staffing coordination, patient check-ins, supply tracking, vendor relations, compliance, and serving as the primary point of contact for multiple departments, internal teams, and patients. A background in medical assisting is preferred to support familiarity with the clinical environment and patient population, though this role does not require performing back-office clinical duties. This position requires strong organizational and communication skills, a proactive problem-solving mindset, and a compassionate approach when working with geriatric patients and their caregivers.

Duties and Responsibilities

Office and Market Operations

• Responsible for daily staffing coverage, including coordinating hybrid staff to be in the office as needed, coverage communications, and other related communications.
• Responsible for external and internal mail correspondence, including opening, scanning, filing, and distributing mail.
• Process medical records requests (inbound and outbound) for clinic patients.
• Manage daily operations for the clinic, including office supplies, inventory management and orders, clinic environmental needs, and service management.
• Assist with new hire training and coordination.
• Maintain communication with office vendors, escalate any changes to PPH office management, and periodically review services to ensure they remain essential and aligned with operational needs.
• Reconciliation for office expenses and ad hoc expenditures for the Reno market.
• Under manager and HR direction, coordinate and oversee company events for the Reno market, which may include happy hours, company dinners, and company-approved lunches.
• Coordinate between departments to ensure seamless communication and workflows.
• Other duties as assigned.

Clinic Administration (Front Desk)

• Handle clinic patient check-in and check-out and appointment scheduling.
• Manage patient demographic and insurance verification; ensure all necessary forms are completed accurately.
• Coordinate patient appointments, manage the provider's schedule, and arrange follow-up visits, considering urgency and scheduling constraints.
• Route all communications, including faxes, mail, email, and inbound communications from patients, caregivers, and other healthcare providers, ensuring appropriate routing.
• Monitor phone software, including voicemail routing, user/agent availability, and caller wait times. Answer phones as backup.
• Serve as a primary contact for clinic patients and families.
• Maintain accurate and up-to-date patient records using the Electronic Health Record (EHR); ensure all clinical documentation is completed in a timely and precise manner.
• Manage rep outreach and requests.
• Handle patient dis-enrollments.

Required Skills, Abilities, and Experience

• Self-initiative and proactive, problem-solving mindset
• Detail-oriented with strong organizational and time management skills; able to handle multiple tasks simultaneously
• Excellent computer skills; proficient in Google Workspace, Microsoft Office, and comfortable with technology platforms such as Slack, TalkDesk, and EHR systems
• Excellent phone and customer service skills; able to provide compassionate service to patients, families, providers, and colleagues
• Ability to work independently with minimal supervision and effectively communicate with staff, vendors, and patients/caregivers
• Demonstrated ability to prioritize tasks in a fast-paced environment

Knowledge

• General understanding of the geriatric population, specific to chronic conditions, frailty, and physical and cognitive impairments
• General understanding of medical terminology and primary care workflows
• Basic understanding of healthcare regulations and compliance requirements, including HIPAA and OSHA
• Ability to use different pieces of office equipment (phone, fax, copier, scanner)

Education and Experience

• High school diploma or equivalent required; associate's degree or higher preferred
• 2+ years of experience as an office manager, administrator, or medical office coordinator required
• Medical office or healthcare setting experience required; familiarity with primary care preferred
• Background as a Medical Assistant (CMA), EMT, or LPN preferred but not required
• Must be up-to-date on immunizations, including flu and COVID-19
• Must not be on any exclusion or debarment from participation in Federal Health Care Programs and must maintain good standing with government regulators such as the OIG and CMS

Benefits Tailored for You and Your Family

• Comprehensive medical, vision, and dental insurance for you and your dependents
• Flexible spending accounts for health and dependent care expenses
• 401(k) retirement plan to help secure your financial future
• Generous paid time off
• 8 weeks of paid parental leave for growing families
• Monthly wellness allowance to support your physical and mental health

Physical Requirements and Working Conditions

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 30-40 pounds at times
• Manual dexterity for handling mail, filing, and office equipment
• Visual acuity for computer work, reading documents, and scanning materials
• Fine motor skills for data entry and document handling
• Normal/typical medical office work environment

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to be an accurate reflection of the current job, the Company reserves the right to revise the job or to require that other or different tasks be performed as assigned. All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Continued employment remains on an "at-will" basis.