About Dallas IVF:
At Dallas IVF, we are proud to make dreams come true. As one of the area's leading fertility centers, our mission is to deliver compassionate, high-quality reproductive care. We are seeking a driven, dependable Clinic Administrator to lead daily operations and support our team in delivering excellence to every patient.
Position Overview:
The Clinic Administrator is responsible for the overall coordination of front and back-office operations, clinical workflows, and administrative efficiency. This leadership role ensures a smooth patient experience, manages office personnel, and supports key operational goals.
Key Responsibilities:
Operations & Oversight
- Helps establish and implement goals, objectives, policies, procedures, and systems for the front office.
- Monitors and informs the Executive Director on office projects and workflow updates.
- Oversees day-to-day operations of both clinical and administrative functions.
- Maintains a clean, organized, and professional environment in patient-facing areas.
- Oversees supply inventory and ordering.
- Ensures daily readiness of waiting, check-in, and check-out areas.
- Assists in error resolution and coding.
- Pre-authorizes surgeries and procedures with third-party payers when necessary.
- Other duties as assigned.
Team Management & Leadership
- Selects, trains, orients, and supervises front office and support personnel.
- Assigns work duties and ensures adequate coverage for all patient-facing functions.
- Evaluates employee performance and recommends merit increases, promotions, or disciplinary actions.
- Supports hiring and development of administrative staff in coordination with leadership.
- Communicates expectations clearly and holds team accountable.
Patient Services & Communication
- Greets patients and visitors warmly and professionally.
- Checks in patients and ensures accurate registration of new and existing patients.
- Notifies appropriate staff of patient arrivals and facilitates efficient communication among departments.
- Processes no-shows and cancellations.
- Checks out patients, manages cashiering responsibilities, and answers reception phone calls.
- Assists patients and staff with placing outgoing calls and inquiries.
- Provides general support to front office staff as needed.
Administrative Support
- Assists with monthly reporting and reconciliation with minimal variance.
- Supports smooth coordination between clinical, billing, and front office teams.
- Addresses operational issues proactively and escalates appropriately.
- Participates in department meetings and supports cross-functional initiatives.
Qualifications:
- Bachelor’s degree required (Healthcare or Business Administration preferred).
- 3–5 years of experience in medical office or clinic management.
- Strong understanding of patient access workflows and scheduling.
- Experience with insurance processes and pre-authorizations.
- Excellent communication, organization, and leadership skills.
