Project Coordinator

Job Description

Job Description

Purpose of the Role

The Project Coordinator serves as the operational professional for assigned strategic and time-sensitive initiatives within the practice. This role ensures that cross-functional projects are executed with clarity, timeliness, and attention to detail.

Core Responsibilities1. Project Planning & Coordination

Assist in scoping, structuring, and launching special projects related to patient services, clinical operations, data systems, or compliance.

Develop project plans, including timelines, deliverables, milestones, and responsible parties.

Track and follow up on action items with internal stakeholders.

2. Process Documentation & SOP Creation

Analyze existing workflows and develop or revise SOPs to standardize operations.

Maintain a centralized system of documentation and training materials for staff reference.

3. System & Workflow Improvements

Identify inefficiencies in current systems and recommend improvements.

Work with leadership to automate, digitize, or integrate tools (e.g., Google Sheets, Forms, TherapyNotes).

Serve as a liaison between front-line staff and leadership to ensure solutions are both strategic and operationally feasible.

4. Training & Change Management Support

Assist in rolling out new processes, including scheduling staff training sessions and drafting quick-start guides.

Create feedback loops to assess adoption and provide revision recommendations based on staff input.

5. Data Tracking & Reporting

Build and manage dashboards, trackers, and templates that monitor progress on projects.

Provide weekly or bi-weekly reports on task completion, patient outcomes, staff engagement, or compliance metrics.

6. Stakeholder Communication

Draft summaries, briefings, and updates for leadership.

Schedule and facilitate project-related check-ins when needed, including setting agendas and capturing next steps.

Key Projects May Include

Referral and intake tracking modernization

Front desk workflow automation

School-based services coordination

Substance abuse program dashboards

Re-engagement of inactive patients

Clinician scheduling and utilization analysis

Chart documentation compliance tracking

Working Relationships

Internal : Front Desk, Clinical Staff, Billing, HR, Executive Team

External : Partner agencies, Labs, Referral sources

Deliverables

SOPs and training materials per project

Data dashboards and trackers for each major initiative

End-of-project retrospectives (as applicable)