Clinical and Therapy Support Coordinator

Who We Are

Children’s Center is a private, non-profit child abuse intervention center accredited by the National Children’s Alliance. Children are referred to us by law enforcement agencies, child protective workers, parents, teachers, health care providers, and others concerned for their welfare. Our mission is to work with the community to end child abuse and neglect through assessment, treatment, and prevention. Our vision is to build a world where all children feel safe, valued, and heard.

The Role

As the first point of contact for all incoming calls, Clinical Support Coordinators (CSC’s) greet visitors and community partners, and they assist families with check-in and paperwork. CSC’s also host and care for children and families. While at the front desk, CSC’s manage all aspects of patient records utilizing a CRM (customer relationship management) system for data management as well as medical billing software. The CSC’s support clinical staff and fulfill general administrative duties. The Clinical and Therapy Support Coordinator also supports the Therapy Program by managing therapy client data and files. This role will also process therapy insurance authorizations and manage claims.

Essential Functions and Responsibilities:

Reception/Front Desk:

• Answers and refers phone calls to appropriate staff and/or offers information and assistance to callers.
• Greets visitors (patients, caregivers, law enforcement, DHS, agency partners, etc.) in a HIPAA compliant manner, signs for deliveries and monitors visitor log.
• Assists clients with registration forms.
• Processes Crime Victim’s Compensation applications and final reports.
• Serves as host to Children’s Center clients and families; offers beverages and snacks when appropriate.
• Engages, interacts with, and supervises children in waiting room as needed.
• Processes and monitors in-kind donations.
• Responsible for opening and closing the clinic each day.
• Utilizes office equipment (PC, phones, copier, scanner, fax, postage machine) for day-to-day tasks.
• Cleans and sanitizes waiting rooms after each patient assessment.
• Provides lunch and break coverage for fellow Clinical Support Coordinator at front desk.
• Supports clinical staff as requested.

Patient Records Management:

• Creates patient charts.
• Copies and mails medical records as requested.
• Enters patient data and other pertinent data into CRM database. Extensive record tracking.
• Orders lab results online and looks up immunization records on a computerized statewide information system.
• Compiles and sends out patient reports.
• Creates contacts and sends interviews via Vidanyx to investigating partners, as authorized.
• Completes insurance billing and insurance eligibility/authorization for assessment services utilizing medical billing software.

Therapy Program Support:

• Helps manage files and uploads information into data management system. Enters therapy client data for intake assessments. Uploads all therapy intake documents.
• Assists therapy clients with scheduling and confirming appointments.
• Submits paperwork and information for therapy insurance authorizations and re-authorizations.
• Tracks and supports therapists regarding due dates for authorizations which include both pre-authorizations and reauthorizations.
• Gathers information and sends it to/from other providers, as requested.
• Orders materials for program, as requested.
• Tracks and communicates with medical biller regarding unpaid claims.
• Helps supervise children, when necessary, at therapy house waiting room, as available.

General:

• Assists clinical team in developing protocols, policies, procedures, and other relevant documents.
• Completes all required documentation and reports.
• Operates in a trauma-informed manner.
• Maintains confidentiality as required by HIPAA.
• Upholds Children’s Center’s mission, vision, and values.
• Participates in team meetings, staff training, and case consultations.
• Works collaboratively in a team environment. Develops and maintains positive working relationships at all levels of the organization and with agency partners.
• Performs other job duties as assigned.

What We Require:

• High School Diploma, or equivalent.
• Two or more years’ office experience; preferably in a healthcare, non-profit or social services setting.
• Fluent in English; writing, reading, and speaking required.
• Strong communication and interpersonal skills.
• Ability to learn multi-step processes quickly and efficiently as well as juggling multiple projects simultaneously.
• Ability to read and comprehend simple instructions and write short correspondence.
• Strong organizational skills, decision making and problem-solving skills required.
• Ability to multi-task and work in a fast-paced environment with multiple interruptions.
• Proficiency in working with PC’s and Microsoft Office suite applications including Word, Excel, and Outlook. Computer skills include logging on to systems, ability to communicate by email, ability to compose documents, enter database information, download forms, etc.
• Ability to learn data management systems.

What We Prefer:

• Fluent in Spanish; writing, reading, and speaking.
• Some college classes or coursework.
• Experience managing medical records.
• Experience using SalesForce CRM and medical billing software.

What We Offer:

Children’s Center offers a competitive benefits package that includes PTO, paid sick leave, paid holidays, medical/dental/vision insurance for you and your dependents, Life Insurance, Flexible Spending Account, Employee Assistance Program, and 401(k). Salary: $20 to $22 hour/ DOE. $1 pay differential for bilingual.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are interested in finding the best candidate for our position; therefore, we encourage you to apply even if you do not think you meet all the qualifications.

Children’s Center is an EEO employer and is dedicated to an organizational culture of inclusivity. For more information about us, please visit: https://www.childrenscenter.cc/.