SoundMind Wellness:
We are seeking a highly detail-oriented Clinical Operations Coordinator to support the day-to-day operations of a growing ketamine-assisted psychotherapy clinic, with a smaller component supporting retreat coordination.
We’re looking for someone highly organized and systems-oriented who enjoys improving operational workflows, tracking follow-through, and helping create structure as the clinic grows. Ideal candidates enjoy organizing workflows, improving processes, learning software systems, and creating operational clarity.
This role is execution-focused and works directly with the founder (physician) to ensure clinical systems are organized, compliant, and running smoothly.
Scope of Role:
- Approximately 80% Clinic Operations.
- Approximately 20% Retreat Coordination.
Core Responsibilities:
Operational Ownership + Systems Thinking.
- CRM organization
- patient pipelines
- onboarding workflows
- EMR coordination
- contracts/forms
- operational follow-through
- process improvement
- documentation
- Notion/workflows
- coordination across clinic systems.
Clinical Operations:
- Manage patient communications (scheduling, reminders, follow-ups).
- Coordinate scheduling for clinicians and patients.
- Maintain and deeply learn our EMR (Charm Health).
- Ensure all patient records are complete and flag missing notes for clinician review/sign-off.
- Track patient pipeline (waitlist → intake → treatment) and ensure no leads are lost.
- Support implementation and documentation of clinical protocols and workflows.
- Assist in organizing controlled substance handling procedures (documentation only; no direct handling).
- Create and maintain SOPs for onboarding nurses, prescribers, and facilitators.
- Communicate with on-site staff for any on-site related needs (e.g. is laundry done, is the porch messy and we need to call the cleaner, etc).
- Note that our patients are cash-pay so insurance billing experience isn't needed. However, familiarity with billing codes and diagnostic codes could be helpful.
Systems & Process Improvement:
- Identify inefficiencies and reduce manual steps (forms, CRM, EMR workflows).
- Support evaluation and implementation of HIPAA-compliant tools (CRM, AI tools, etc.).
- Organize and maintain operational documentation (Notion, Google Drive, etc.).
- Help structure dashboards for visibility into clinic operations.
- Follow patient symptom scores and track symptom improvement in patients
- You might be helping with SOPs, figuring out a HIPAA-compliant CRM or AI-assisted toold to sort applicant, and other operational procedure tasks
Patient Experience:
- Communicate clearly and professionally with patients via email, phone, and EMR.
- Maintain nuance and sensitivity in all patient interactions.
- Support intake coordination and ensure a smooth onboarding experience.
Retreat Coordination (Peru):
- Assist with retreat logistics (scheduling, vendors, coordination).
- Help manage vendor relationships (Spanish preferred).
- Support website updates and operational setup for retreat offerings.
- Track inquiries and conversions.
Administrative & Financial Coordination:
- Track payments and flag missing or delayed payments.
- Coordinate with bookkeeper on tracking and reporting.
- Assist with basic projections and operational visibility.
Ideal Candidate:
- Extremely detail-oriented and process-driven.
- Strong executor — follows through and closes loops.
- Comfortable working in structured, compliance-heavy environments.
- Excellent written and spoken English (required).
- Spanish is a strong plus.
- Experience with CRM / EMR systems preferred.
- Some experience scoring symptom scales and understanding this data.
- Familiarity with HIPAA-compliant workflows preferred, US-based healthcare experience important
- Background or strong interest in mental health / psychology.
- Able to navigate both medical and psychedelic care models thoughtfully.
- Comfortable working directly with founder in a fast-moving environment.
Important Notes:
- This is a non-clinical role — no medical decision-making or medication handling.
- High discretion and respect for patient privacy is essential.
- Success in this role depends on organization, follow-through, and clarity.
Compensation:
- Trial period (2–3 weeks): $6–10/hour (20–25 hrs/week).
- Part-time (initial): $800–1,200/month.
- Potential to grow into a larger role over time based on performance.
