Clinic Coordinator - Neurosurgery (TMC)

UTHealth Houston's Neurosciences is hiring for a full-time, benefits-eligible Clinic Coordinator to join their team of professionals. The Clinic Coordinator serves as a frontline operational leader within the UTHealth Houston Neurosciences ambulatory clinics. This role functions as a lead Medical Assistant (MA), responsible for overseeing day-to-day clinic flow, supporting staff performance, and ensuring high-quality, patient-centered care delivery.

Working in close partnership with clinic leadership, providers, and interdisciplinary teams, the Clinic Coordinator is responsible for maintaining efficient operations, reinforcing standards, and supporting a positive and accountable clinic culture.

Key Responsibilities

Clinic Operations & Flow Management

• Oversee daily clinic operations to ensure efficient patient flow and throughput
• Anticipate and address real-time operational needs, including staffing gaps and workflow barriers
• Coordinate rooming workflows, provider support, and patient progression through the clinic
• Ensure exam rooms, equipment, and supplies are appropriately stocked and maintained

• Serve as the lead MA and day-to-day resource for clinic staff
• Provide guidance, coaching, and real-time feedback to MAs and support staff
• Reinforce standard work, policies, and expectations consistently across the team
• Assist with onboarding and training of new staff, including competency validation

• Promote a culture of service excellence and patient-centered care
• Monitor adherence to clinical and operational protocols, including safety and compliance standards
• Support initiatives related to quality improvement, patient satisfaction, and clinic efficiency
• Address patient concerns in real time and escalate as appropriate

• Act as a liaison between providers, nursing, leadership, and support staff
• Ensure clear, consistent communication of daily priorities, changes, and expectations
• Participate in team huddles and contribute to ongoing operational improvements

• Assist leadership with scheduling coordination, timekeeping oversight, and staffing adjustments
• Support data tracking and reporting related to clinic performance metrics
• Contribute to process improvement initiatives and workflow standardization efforts

• Strong understanding of ambulatory clinic workflows and operations
• Demonstrated ability to lead, influence, and support team performance without formal authority
• Excellent communication, organization, and problem-solving skills
• Ability to manage competing priorities in a fast-paced clinical environment
• Commitment to professionalism, accountability, and continuous improvement
• Prior experience as a lead MA, preceptor, or informal team leader strongly preferred
• Experience in a specialty clinic (neurology, neurosurgery, or related field) preferred
• Certified Medical Assistant (CMA), Registered Medical Assistant (RMA), or equivalent preferred
• Completion of an accredited Medical Assistant program preferred
• Experience in an Ambulatory Clinic Setting preferred

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Provides trained paramedical support in administering health care services and a variety of advanced and complex clerical tasks to support clinic functions.

Position Key Accountabilities:

• Makes medium to complex administrative decisions requiring a comprehensive knowledge of a wide range of regulations, policies, and procedures.
• Conducts the initial screening of occupational medicine patients which involves audiometric testing, keystone machine eye testing, electrocardiogram testing, vital signs, height and weight, spirometer testing, and preparation of reporting forms.
• Assists physicians with examinations.
• Oversees maintenance of office records such as patients, billings, personnel, purchases, and inventory to ensure compliance with UTHSC-H's human resources and financial management policies and procedures.
• Directs the patient to the examination room.
• Schedules patient appointments and tests.
• Orders and stocks needed clinic supplies. Maintains and schedules repair of diagnostic testing equipment.
• Responds to emergency situations.
• Assists with data entry and processing for the financial and/or human resources systems.
• Codes and processes forms and documents using standard policies and procedures.
• Establishes and maintains filing systems.
• Routes incoming mail, answer correspondence not requiring supervisor's attention.
• Answers multi-line phones and greet/direct visitors.
• Performs other duties as assigned.

Certification/Skills:

• Proficient knowledge of Microsoft Office required.
• Use and care of standard clinic equipment required.
• Manages Human Resources activities of department in regards to: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary planning.
• Certified Coding Specialist (CCS) by American Health Information Management Association (AHIMA) preferred

Employees must permanently reside and work in the State of Texas.