Clinic Services Liaison

Midwest Spine & Brain Institute, LLC is looking for a dedicated Clinic Services Liasion to be the welcoming face and voice of our team.

You will serve as the crucial first point of contact for our patients. You will play a key role in our daily clinic processes by managing the front desk, clinical coordination support, and ensuring smooth daily clinic operations.

Summary/objective

• The Specialty Clinic Patient Services Coordinator provides comprehensive front-desk, scheduling, and clinical coordination support in a specialty surgical clinic environment.
• This dual-role position requires flexibility to perform both front office and clinical support functions based on daily operational needs.
• This role serves as a primary liaison between patients, providers, and clinical staff to ensure an efficient clinic flow, high-quality patient experience, and accurate administrative and clinical support.
• The position requires frequent telephone and face-to-face patient interaction, strong attention to detail, professionalism, and the ability to work collaboratively across departments.

Essential functions

Professional Expectations

• Maintain a professional, welcoming clinic environment at all times.
• Demonstrate compassionate, courteous, and proactive interactions with patients and visitors.
• Adhere to professional dress standards and workplace policies.
• Willingness to travel to and provide coverage at different clinic locations based on operational needs.
• Maintain confidentiality and comply with HIPAA and organizational policies.
• Perform complete, accurate, and timely work with strong attention to detail.

• Respond to emergency calls according to established procedures.
• Answer questions regarding patient appointments and general clinic information.
• Performs other duties as assigned.
• Communicate in a HIPAA compliant manner for all phone and voicemail interactions.

Patient Access & Customer Service

• Greet patients promptly upon arrival and provide courteous departure interactions.
• Answer incoming calls professionally within established standards and route appropriately using call-handling guidelines.
• Respond to patient inquiries regarding appointments, clinic services, and general information.
• Return calls and messages within established timeframes.
• Communicate with patients in a calm, professional manner, including during stressful situations.
• Notify patients of provider delays and offer rescheduling options as appropriate.

Scheduling & Administrative Support

• Schedule, reschedule, and cancel patient appointments accurately and efficiently.
• Enter and verify patient demographic and insurance information in the electronic health record (EHR).
• Initiate new patient documentation and ensure required forms and electronic signatures are obtained.
• Run appointment reminder systems and process confirmations, cancellations, and reschedules.
• Notify staff of schedule changes, add-ons, and cancellations in a timely manner.
• Monitor and respond to online patient inquiries and chat requests.
• Prepare clinics in advance by organizing schedules, patient information, and required documentation.

Clinical Coordination

• Support efficient clinic flow at all office locations.
• Assist with patient rooming and gathering pertinent patient information as needed.
• Stock exam rooms and maintain clinic supplies before and after clinic sessions.
• Enter orders, referrals, and documentation per provider protocols and clinic guidelines.
• Assist providers during patient visits as requested, within scope of training and licensure.
• Understand interdepartmental workflows to support smooth patient care delivery.

Team Collaboration & Compliance

• Serve as a liaison between patients, providers, and clinical support teams.
• Work collaboratively with all members of the clinic team.
• Assist with compliance requirements related to regulatory agencies (OSHA, Department of Health, etc.).
• Participate in process improvement initiatives, protocol development, and workflow optimization.
• Perform other duties as assigned.