Clinic Assistant

Position Summary

Provides administrative, operational, and customer service support to clinic leadership, providers, and staff. Responsibilities include managing communications, coordinating schedules and meetings, maintaining provider templates, processing purchase orders, assisting with payroll and time-off tracking, handling patient complaints and hotline inquiries, submitting compliance and incident reports, maintaining office supplies, supporting employee engagement activities, and assisting with special projects to ensure efficient clinic operations and excellent patient service.

Essential Functions

The following duties are fundamental to the position:

(Duties may include, but are not limited to, the following):

Administrative Support

• Receive, screen, and direct visitors, telephone calls, emails, faxes, and mail.

• Prepare correspondence, reports, meeting agendas, and other administrative documents.

• Maintain organized filing systems, records, and confidential documents.

• Assist leadership with special projects and administrative initiatives.

• Assist with employee recognition programs, appreciation events, and staff engagement activities.

• Maintain attendance records and communicate staffing updates.

Scheduling & Coordination

• Coordinate department meetings, team huddles, and management calendars.

• Prepare meeting agendas and record/distribute meeting notes.

• Open, block, and modify provider schedules as directed.

Purchasing & Office Management

• Create and track purchase orders (POs).

• Order and maintain office, administrative, and clinic supplies.

• Monitor inventory levels and coordinate with vendors as needed.

• Assist with invoice processing and expense tracking.

Patient Relations

• Receive, document, and route patient complaints, concerns, and feedback.

• Manage patient hotline inquiries and escalate issues appropriately.

• Monitor complaint resolution and maintain related records.

• Provide excellent customer service to patients, families, and visitors.

Compliance & Risk Management

• Submit incident reports and track completion through MedTrainer or other compliance platforms.

• Maintain administrative records related to compliance activities.

• Assist with regulatory audits, accreditation requests, and documentation management.

• Ensure confidentiality of patient and employee information in accordance with HIPAA and organizational policies.

Clinic Operations Support

• Serve as a liaison between providers, clinic leadership, and administrative departments.

• Assist with clinic workflow coordination and daily operational needs.

• Communicate schedule changes, operational updates, and organizational announcements.

• Support department directors with ongoing projects and process improvement efforts.

Minimum Qualifications

Education:

• High school diploma or equivalent required
• Associate degree in Business Administration, Healthcare Administration, or a related field preferred.

Experience:

• Minimum of two (2) years of administrative support experience required.

• Previous experience in a healthcare, medical office, clinic, or related healthcare setting preferred.

• Experience with provider scheduling, customer service, or employee support functions preferred.

Knowledge of:

• Administrative office practices, procedures, and equipment.
• Medical office operations and healthcare terminology.
• Principles of customer service and patient relations.
• HIPAA privacy and confidentiality requirements.
• Basic administration processes.
• Purchasing procedures, inventory control, and supply management.
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and electronic scheduling systems.

Ability to:

• Maintain confidentiality and exercise discretion when handling sensitive employee and patient information.

• Communicate effectively and professionally with patients, staff, providers, vendors, and leadership.

• Prioritize multiple assignments and work independently in a fast-paced environment.

• Manage schedules, calendars, meetings, and competing deadlines.

• Research, resolve, and appropriately escalate issues and concerns.

• Prepare clear and concise correspondence, reports, and meeting notes

• Establish and maintain effective working relationships with employees at all levels of the organization.

Skills:

• Strong organizational and time management skills.

• Excellent verbal and written communication skills.

• Customer service and conflict resolution skills.

• Data entry and recordkeeping skills with strong attention to detail.

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.

• Effective problem-solving and critical thinking skills.

• Meeting coordination, note-taking, and follow-up skills.

• Ability to learn and utilize electronic health records (EHR), scheduling, compliance, and incident reporting

Competencies

In addition to Peach Tree Healthcare's company values, this role will be assessed on the following competencies:

• Administrative & Organizational Excellence: Effectively manages multiple administrative functions, schedules, meetings, records, and priorities while ensuring accuracy, efficiency, and attention to detail.
• Customer Service & Patient Relations: Provides professional, courteous, and responsive support to patients, visitors, providers, and staff while addressing concerns and facilitating timely issue resolution.
• Communication & Collaboration: Communicates clearly and effectively with individuals at all levels of the organization and fosters positive working relationships across departments.
• Confidentiality & Compliance: Maintains strict confidentiality of patient and employee information and ensures adherence to HIPAA, organizational policies, and compliance reporting requirements.
• Problem Solving & Initiative: Identifies issues, evaluates solutions, and takes appropriate action to support clinic operations, improve workflows, and achieve department goals.

Key Performance Indicators

Metrics used to measure the employee's success in meeting job responsibilities, departmental goals, operational standards, and organizational objectives. Performance is evaluated based on the achievement of established KPIs relevant to the position.

• Provider Schedule Management Effectiveness: Timely and accurate maintenance of provider schedules, including schedule openings, blocks, and updates

• Target Example:

• 100% of approved schedule changes implemented within 24 hours.

• Less than 2 scheduling errors per quarter.

• How Measured:

• Comparison of requested versus completed schedule changes.

• Review of scheduling error reports and provider feedback.

• Tracking turnaround time for schedule updates.

• Administrative Accuracy & Timeliness: Accuracy and timely completion of assigned administrative tasks, including meeting notes, purchase orders, and incident reports.

• Target Example:

• Zero disruption in clinic operations due to unavailable office supplies.

• 95% of assignments completed by required deadlines.

• 100% of incident reports entered into MedTrainer within required reporting timelines

• How Measured:

• Audit of submitted reports, schedule errors, and purchase order discrepancies.

• Supervisor review of completed assignments.

• Tracking late or corrected submissions.

• Employee Recognition & Engagement Support: Timely coordination and completion of assigned employee recognition, appreciation, and engagement activities that support a positive workplace culture.

• Target Example:

• 100% of assigned employee recognition and appreciation activites are completed by established guidelines

• 90% positive satisfaction rating from event participants and department leadership

• How Measured:

• Track completion of employee appreciation events, recognition programs, milestone celebrations, and staff engagement activities against the annual or quarterly schedule.

• Obtain feedback from employees and leadership through surveys or post-event evaluations.

• Supervisor review of event planning, coordination, communication, and overall execution.

Tools, Technology, and Equipment: The following tools and equipment are commonly used to perform the essential functions of this position. The tools and equipment listed are representative of those used in this position. Reasonable accommodation may be provided to enable qualified individuals with disabilities to use required tools and perform essential functions.

• Computer, laptop, and related peripherals.
• Multi-line telephone system, mobile phone, and voicemail systems.
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Electronic Health Record (EHR) and Practice Management systems.
• incident reporting, and compliance software (e.g., MedTrainer).
• Printer, copier, scanner, fax machine, and other standard office equipment.
• Video conferencing platforms and meeting management tools.
• Office filing systems and records management tools.

Working Conditions

• All employees are required to take meal and rest breaks according to California State Law and company policy.
• Work is primarily performed in a healthcare clinic and office environment.
• Frequent interaction with patients, visitors, providers, staff, vendors, and community partners.
• May be exposed to stressful situations involving patient complaints, operational issues, and competing deadlines.
• Requires maintaining confidentiality of sensitive patient, employee, and organizational information.
• Fast-paced environment with frequent interruptions and changing priorities.
• Regular attendance during business hours is required, with occasional early morning, evening, or special event support as needed.
• Requires compliance with all organizational policies, safety protocols, and HIPAA regulations.

Physical Demands: The physical demands described here are representative of those required to perform the essential functions of this position. Reasonable accommodation will be considered to enable qualified individuals with disabilities to perform these functions.

• Prolonged periods of sitting while working at a computer and performing administrative duties.
• Frequent use of hands and fingers for keyboarding, data entry, and operation of office equipment.
• Frequent verbal communication and hearing required for telephone and in-person interactions.
• Ability to read computer screens, reports, forms, and other written materials.
• May occasionally stand, walk, bend, reach, stoop, or lift office supplies and records.
• Ability to lift, carry, push, and pull up to 20 pounds on an occasional basis.
• Ability to move throughout clinic and administrative areas to coordinate activities, meetings, and operational support.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

EEO Statement

Peach Tree Healthcare is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices on the basis of any characteristic protected by federal, state, or local law. The organization is committed to providing reasonable accommodations to qualified individuals with disabilities and to employees with sincerely held religious beliefs.