Clinic Operations Coordinator

Nurse Practitioner On Call LLC • Baltimore, MD

1d • $22 - $30 • Onsite

About The Position

We are hiring a full-time Clinic Operations Coordinator to run the day-to-day operations of our Baltimore location. You are the person who keeps the clinic running smoothly, supplies are stocked before they run out, nurses know their schedules a week in advance, clients are greeted like VIPs, payments are collected without friction, and when someone calls in sick, you already have a backup lined up.
This role requires hands-on medspa, wellness clinic, or aesthetic practice experience.
You need to understand clinical supply chains, nurse workflows, and premium client expectations from Day 1.
(This is not a passive front desk role. We need someone who owns the operations of this clinic and makes sure nothing falls through the cracks.)

Requirements

• 2+ years of experience in a medspa, wellness clinic, aesthetic practice, or similar clinical environment in an operations, front desk lead, office manager, or patient coordinator capacity
• Hands-on supply management experience: ordering clinical supplies, tracking inventory, managing vendor relationships, understanding lead times and reorder points
• Staff scheduling experience: has managed shift schedules for nurses, aestheticians, or clinical staff; comfortable handling call-outs and maintaining coverage
• Client relationship skills: builds real relationships, remembers names and preferences, turns first-timers into repeat clients
• Payment processing experience: comfortable with POS systems, credit card terminals, HSA/FSA transactions, and membership billing
• HR awareness:has participated in hiring, onboarding, or staff oversight; comfortable tracking credentials and flagging issues
• Tech comfort: Can learn PracticeQ (scheduling), Stripe (payments), monday.com (task management), and Google Workspace within 1 week
• Professional presence: represents a premium wellness brand, well-spoken, confident with high-income clientele
• Must live within 30-minute commute of Baltimore clinic
• Must be available full-time Monday–Friday, plus monthly Saturday events

Nice To Haves

• Experience in a membership-based or concierge healthcare/wellness setting
• Bilingual (Spanish, French, or other) for Baltimore market diversity
• Familiarity with clinical scheduling software (PracticeQ, Jane, IntakeQ, or similar)
• Experience with Stripe, Square, or similar payment platforms
• Background in event coordination or community health outreach

Responsibilities

• Greet every client by name within 30 seconds of arrival, you are the first and last impression
• Walk first-time clients through the experience: tour, what to expect, consent process, comfort
• Check in clients on tablet (PracticeQ), verify intake forms are complete
• Process all payments via Stripe terminal (credit card, HSA/FSA, Affirm, Klarna)
• Book the next appointment before the client leaves (target: 80%+ rebook rate)
• Recommend memberships and wellness packages based on client goals, natural guidance, not hard sell
• Request Google reviews from every satisfied client (target: 8+ reviews/month)
• Follow up with no-shows and cancellations same day, within 2 hours of missed appointment
• Remember client preferences (preferred room, nurse, add-ons, temperature) and build a client preference log
• Answer incoming calls (410-246-4768) within 3 rings during business hours
• Handle walk-in inquiries with warmth and professionalism, every person leaves with a next step
• Execute daily opening and closing checklists: rooms inspected, supplies verified, reception ready, alarms set
• Maintain inventory tracking system with reorder triggers at 20% remaining stock
• Place supply orders with approved vendors (IV bags, additives, needles, gloves, office supplies, branded swag)
• Track supply costs and maintain vendor comparison sheet, flag price increases
• Manage vendor relationships: negotiate terms, track deliveries, handle returns
• Treatment room turnover between clients: clean, restock, reset in under 10 minutes
• Ensure clinical waste disposal complies with OSHA and state regulations (sharps, biohazard)
• Maintain reception area to premium standard: clean, branded, organized at all times
• Collect weekly availability from all PRN nurses by Wednesday for the following week
• Build and publish weekly nurse schedule by Thursday end of day
• Ensure minimum coverage: at least 1 nurse + FNP on every clinic day, zero uncovered shifts
• Manage call-outs: contact backup nurses within 30 minutes of notification
• Coordinate FNP schedule with Kelvinda for PTO and event coverage, 2 weeks advance planning
• Track nurse hours for payroll submission (bi-monthly, by the 13th and 28th)
• Align nurse scheduling with patient bookings, high-volume days need more coverage
• Maintain active PRN nurse bench: minimum 5 nurses who can be called within 24 hours
• Coordinate with HR on nurse recruiting pipeline, share what skills are missing, what shifts need filling
• Conduct on-site onboarding for new clinical staff: clinic tour, room setup training, supply locations, emergency protocols
• Observe new nurse performance during first 2 weeks and flag concerns to Medical Director
• Track all nurse credential expirations (licenses, CPR, malpractice), flag 60 days before expiry
• Maintain staff contact list with credential dates and availability preferences
• Handle day-to-day staff issues: mediate minor conflicts, address tardiness, document incidents
• Network at local nursing events and medspa groups to build referral pipeline for PRN talent
• Work registration and check-in table at all NPOC events (Elevate, chamber activations, wellness events)
• Collect contact information from every prospect at events
• Assist with event setup and breakdown
• Represent the NPOC Wellness brand professionally: know services, pricing, membership options cold

Benefits

• Health insurance: 50% employer contribution after 90 days
• 10 days PTO annually + 6 paid holidays
• 50% off all IV therapy, vitamin injections, and wellness services
• Free monthly IV session after 90 days
• Access to wellness product samples
• Clear growth path to Clinic Operations Manager ($55K–$65K) as the business scales
• Work in a premium, modern wellness environment, not a hospital, not urgent care

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed