Clinical Office Coordinator

Description

POSITION SUMMARY 

The Clinical Office Coordinator is responsible for the day-to-day administrative operations of Kelberman’s behavioral-health clinical services. This role ensures efficient practice operations and exceptional patient experience.  The Clinical Office Coordinator partners closely with clinical leadership to optimize patient registration and scheduling, manage clinic inquiries, and ensure a welcoming, professional office space. 

ESSENTIAL RESPONSIBILITIES

Role responsibilities include but are not limited to the following:

• Manage clinical operation workflows,  scheduling, and patient flow
• Oversees provider scheduling, including calling patients, inputting appointments into EHR, scheduling telehealth visits, and checking patients in for service.
• Monitor visit closure and ensure all encounters are documented accurately per regulatory and payor standards
• Monitor productivity, access, and  no-show rates
• Assist with clinical intake processes, including sending, collecting, and filing intake documentation
• Manage clinic inquiries via phone, email, and in-person correspondence
• Resolve patient concerns professionally and empathetically
• Oversee EHR documentation standards
• Supports quality improvement initiatives tied to clinical performance indicators
• Support audits, surveys, and  regulatory reviews
• Supports clinical quality measures, reporting requirements, and compliance initiatives
• Partner with clinical leadership to align operational strategy with quality-of-care goals
• Contribute to a collaborative, mission-driven, patient-centered culture
• Demonstrate excellent work attendance by being punctual and reliable for all scheduled shifts and meetings
• Ensure compliance with all pertinent government and agency regulations and operating standards
• Other duties as assigned

WORK ENVIRONMENT & PHYSICAL DEMANDS

• Job related tasks may involve possible exposure to blood, body fluids, tissue or spills or splashes from these substances. May have exposure to unpredictable individuals and  situations when working at Kelberman sites.
• OSHA exposure category l.
• The employee frequently is required to stand, walk and sit. Must be able remain in a stationary position for extended periods of time. 
• Must be able to bend, twist, reach.
• Must have the ability to lift up to 50 pounds.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising work-flow and efficiency. 
• This position has regular and substantial unsupervised or unrestricted physical contact with individuals receiving services and is required by law to be fingerprinted for a criminal history record check under OPWDD (Office for People with Developmental Disabilities) and/or OCFS (Office of Child and Family Services).

Requirements

EDUCATIONAL REQUIREMENTS/QUALIFICATIONS/EXPERIENCE

· Associate’s degree in administration or 5 years of related experience. 

· Behavioral health clinical office experience preferred.

· Knowledge of basic computer skills.

· Willing to train the right person.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.