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Clinic Administrator

Objectives of the position:

The Clinic Administrator (CA) greets and assist patients with the appointment process with checking them in while managing the front desk, answering the phone, making appointments, confirming appointments, assessing and consulting with staff leadership when necessary and opening and closing procedures for the clinic. The CA does the data entry, charting of patient files, and is fully responsible for the organizational flow of accurate patient charts. The CA assists the Clinic Director with advocating on occasion and patient service tasks as needed and directed.. Candidate must be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord; must exhibit a strong commitment to the pro-life position, must exhibit a strong commitment and dedication to the sanctity of all human life, and must exhibit a strong commitment to sexual purity. Must agree with and be willing to uphold the Statement of Faith and policies of Hope Women’s Centers.

Please submit resume to:

Supervision: Clinic Director

Full-time position 40 hours

Requirement and Qualifications:

  1. A commitment to Jesus Christ as Lord and Savior.

  2. Passion and calling for pregnancy center ministry work.

  3. Full agreement with Hope Women’s Centers Mission, Statement of Faith, Mission & Vision Statement, and policies and procedures of the clinic.

  4. Professional work experience, in particular in a clinic or pregnancy center setting.

  5. Preferably bi-lingual.

  6. Dependable, stable, capable of following through on commitments.

  7. Ability and confidence to master phone protocols in order to effectively schedule patients, and conversing and making appointments for patients considering abortion.

  8. Excellent computer skills and competence in managing computer databases and programs. • Proficient charting data skills experience.

  9. Multi-Tasking abilities and flexibility during interruptions in a high-volume clinic.

  10. Self-Motivated and can work independently.

  11. Confident with medical filing systems and charting.

  12. Ability to organize and maintain office and desk area.  

  13. Able to handle stress well and confront a variety of problems throughout the day.

  14. Commitment to confidentiality of patients, complying with HIPAA Privacy Protocols.

  15. Excellent verbal and written communication skills.    

  16. People skills including social graces, communication, language, and friendliness.  

  17. Excellent administrative and organizational skills.  

  18. Highly professional and maintains office professionalism/best practices at all times.

  19. Works well within a team with an understanding of working with the Clinic Director and Nurse Manager to manage appointments.

Roles and Duties

Front Desk/Patient Duties

  • Opens and closes the office following daily procedures.

  • Greets patients and visitors to the clinic as they arrive.

  • Primary person to answer the phone accordingly to best practices concerning patients making appointments and those considering abortion.

  • Administering proper paperwork for patients upon arrival.

  • Manage and respond to voicemail and messaging systems as well as text messaging for responding and making appointments.

  • Updating and communicating daily schedules and maintaining appointments on the computer in a timely manner.

  • Pulls appointment files daily.

  • Welcome walk-in patients and provide initial assessment, consulting proper clinic staff in order to schedule appropriately.

  • Inputs “Patient Information” form at the beginning of appointment.

  • Works with the Clinic Director and clinic staff to assess needs of appointment scheduling and important information pre-appointment when needed.

  • Confirms all clinic appointments at the end of the day for the following day.

  • Charting all patient files in database program according to protocol in a timely manner.

  • ·Keep daily statistics not kept in database for month-end reconciliation.

  • Maintains orderly patient files and filing systems, including purging within a timely manner.

  • Assist in managing patient database and maintaining electronic patient files. This includes documentation into

  • the patient’s file (electronic and hard-copy) of any correspondence with the patient.

  • Inform clinic leadership immediately regarding any odd behavior, ill or distraught patients as necessary.

  • Maintains reception, waiting, and advocate rooms in neat and orderly condition.

  • Makes certain the needs of patients are met as they wait for an advocate or medical staff member.

  • Follow emergency policies and procedures regarding emergency situations.

  • Follows all HIPPA laws and procedures based on best practices, maintaining the confidentiality of patients.

  • Participates in staff meetings.

  • Assists the Clinic Director with advocacy as directed in a time of need.

  • Assist the Clinic Director with projects as directed and needed when time permits/

Public Relations

  • Attend and fully participate in special events of the ministry: Walk for Life (Spring) and Banquet (Fall).

  • Willingness to consider giving and promoting the ministry initiatives for funding the ministry.

Please read Hope’s Statement of Faith prior to applying.

Hope’s Employment Policies

The role of the Sonographer furthers the mission of Hope Women's Centers by encouraging and equipping women to make informed decisions regarding unexpected pregnancies and by 3 | P a g e ensuring that the love of God is shown in word and deed as the mission is carried out by performing the duties outlined in this job description. This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, Hope Women’s Centers reserves the right to revise the job or to require that other or different tasks be performed as assigned.


As stated in the Policies and Procedures Manual, Part I, Page 2, Hope Women’s Centers does not enter into employment contracts with its employee or volunteers. This Policies and Procedures Manual is not a contract, and it can be changed at any time. Hope Women’s Centers recognizes the right of its employees and volunteers to terminate their employment/volunteer relationship with Hope Women’s Centers at any time for any reason. Similarly, Hope Women’s Centers reserves the right to terminate its employment and/or volunteer relationship with any employee or volunteer at any time for any reason.

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