Job Description


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Operations Coordinator

  • Ref: 310172
  • Type: Direct Hire
  • Location: White Plains, NY
  • Industry: Healthcare
  • Job Level: Experienced Non-Manager
  • Pay: $60,000.00 - 80,000.00

Opportunity Description

We are seeking an Operations Coordinator to join our dynamic team at Marpa Minds, a leading clinic specializing in Ketamine treatment. Marpa Minds offers Spravato Esketamine Treatments, which have shown promising results in treating various mental health conditions. We are dedicated to providing compassionate care in a professional environment. The Operations Coordinator will play a pivotal role in ensuring smooth clinic operations, patient satisfaction, and adherence to regulatory standards. This overview captures the essence of the role, but it does not encompass all responsibilities. The role is dynamic and multifaceted, requiring the individual to wear many hats as the primary integrator and assurer of the client, staff, and owners' needs

Company Information

Leading clinic specializing in Ketamine treatment which offers Spravato Esketamine Treatments located in White Plains, NY.

Short walking distance to MetroNorth and multiple bus lines.

Job Duties

Key Responsibilities:

1. Ensuring Positive Patient Experience: Assist the medical team in warmly welcoming patients and preparing them for treatment. Provide essential emotional support during treatment and help coordinate their transportation home. Your dedication to these responsibilities will greatly contribute to our patients' well-being and satisfaction.

2. Clinic Management: Act as the manager of the clinic, filling in wherever necessary to ensure smooth and efficient operations. Serve as the point of contact between the various stakeholders involved in Marpa's development.

3. Patient & Provider Scheduling: Coordinate and schedule patient appointments for Spravato administration, follow-ups, and consultations. Manage the medical staff shifts.

4. Opening & Closing Procedures: Responsible for opening and closing the clinic daily, ensuring all necessary preparations are made for operations and that all security protocols are adhered to.

5. Inventory and Maintenance: Keep track of clinical medicine and inventory, place orders when necessary, ensure the clinic is properly maintained, and all equipment is in working order.

6. Compliance: Oversee the clinic’s compliance with the Spravato Risk Evaluation and Mitigation Strategy (REMS) program and enroll patients in the Spravato Reimbursement Program.

7. Provider Relationships Build and maintain professional relationships with healthcare providers and act as their point of contact for any concerns or questions related to the Spravato treatment program.

8. Documentation Management: Manage patient documentation, ensuring all treatment records, side effects monitoring data, and progress notes are accurately recorded and filed in collaboration with the medical team.

9. Event Coordination: Organize and host company educational and promotional events.

10. Billing and Insurance: Coordinate with the revenue cycle management department on claim inquiries. Ensure procedures and medications are correctly coded for insurance purposes and assist clients with their billing inquiries.

11. Patient Education: Organize patient education and prepare materials to provide patients with accurate and clear information on their treatment, potential side effects, and aftercare. Address barriers to care and provide helpful information to potential patients.

12. New Patients: Intake new patients and onboard them into treatments.

13. Policy Implementation: Implement clinic policies and procedures related to Spravato treatment, ensuring all staff adhere to these guidelines.


Bachelor's Degree in Healthcare Administration, or related field

Experience & Skills Required

 Proven experience in healthcare operations or clinical coordination.

• Familiarity with medical terminology and understanding of patient care practices.

• Excellent organizational skills and attention to detail.

• Strong interpersonal and communication skills.

• Ability to multitask and work effectively in a fast-paced environment.

• Proficiency in electronic medical records (EMR) systems and basic computer applications.

• Candidates should have a can-do attitude and be able to create a caring, warm, and safe environment for our patients.


Benefits: - Competitive salary commensurate with experience. - Opportunities for professional development and growth within the organization.

Other Information