Occupational Health Coordinator

Position summary

The Occupational Health Coordinator keeps the clinic running day-to-day and is the main point of contact for staff and employer clients. The clinic serves first responder agencies, including annual NFPA 1580 firefighter physicals for the City of Charlotte and other clients.

This is a development role. The Coordinator receives structured leadership mentoring from Reserve Health's directors and transition support from the retiring Practice Manager, with a defined path toward promotion to Practice Manager.

Key responsibilities

Clinic operations

- Coordinate daily clinic flow, provider schedules, and appointment volume

- Schedule and track annual physicals, including NFPA 1580 firefighter exams, so client deadlines are met

- Monitor supplies, equipment, and vendor needs; escalate purchasing to directors

- Ensure exam results and required paperwork are completed accurately and on time

Client relations

- Serve as the day-to-day contact for employer clients and agency liaisons

- Respond to scheduling requests, status questions, and report requests

- Bring client concerns and service issues to leadership promptly

Team coordination

- Support front desk, medical assistant, and clinical support staff with daily priorities

- Help onboard and train new team members on clinic workflows

- Promote a professional, service-focused culture

Compliance and quality

- Follow HIPAA, OSHA, and Reserve Health policies in all clinic operations

- Help maintain records needed for audits, contracts, and client reporting

- Identify workflow problems and suggest improvements

Reporting

- Track key metrics such as exam volume, turnaround time, and no-shows

- Prepare regular operational updates for the directors

Leadership development and path to Practice Manager

The Coordinator will be eligible for promotion to Practice Manager once they show readiness, typically reviewed after [6–12] months in the role.

- Regular one-on-one mentoring with the Director of Operations and the Director of Clinical Operations

- Transition guidance from Jennifer Reynolds during her consulting period

- Gradually increasing ownership of budgeting, staffing, client contracts, and performance management

- A written development plan with goals agreed in the first 30 days

- Formal readiness reviews at set intervals to assess progress toward the Practice Manager role

Promotion depends on performance, demonstrated leadership, and business needs; it is not automatic.

Qualifications

Required

- Current Reserve Health employee in good standing

- High school diploma or equivalent

- At least [1–2] years of experience in a healthcare, clinic, or occupational health setting

- Working knowledge of clinic scheduling and the EHR/practice management system

- Understanding of HIPAA and patient confidentiality

Preferred

- Bachelor's or master’s degree in a health-related field

- Experience with occupational health services, employer clients, or first responder agencies

- Familiarity with NFPA 1580 physical requirements

- Prior lead, supervisory, or informal team leadership experience

Skills and competencies

- Strong organization and follow-through with multiple deadlines

- Clear, professional communication with staff, providers, and clients

- Calm problem-solving in a busy clinic

- Dependability and sound judgment with confidential information

- Comfort with Google Workspace and AthenaHealth EHR software

- Openness to feedback and a genuine interest in growing as a leader

Working conditions

Primarily on-site in a clinic setting during normal business hours, with occasional early, late, or off-site work to support client events and testing days. May require standing, walking, and lifting up to [25] lbs.