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About the Role

The Clinic Administrative Coordinator supports the day-to-day operations of the F&CS by maintaining a professional environment, assisting clients, directing correspondence, and representing the agency with exceptional customer service.

Responsibilities

• Answer and direct all incoming calls, taking messages as needed.
• Greet and direct all visitors; oversee the waiting area and public-facing spaces.
• Assist new clients with intake paperwork and communicates co-payment or private pay responsibilities.
• Refer benefit-eligible or delinquent accounts to the billing department for consultation.
• Collect and post co-payments in the billing database; reconcile daily cash.
• Schedule clinical appointments, enter data accurately, and make follow-up calls as requested.
• Sort and distribute incoming mail and faxes; assist with outgoing faxes and scanning as needed.
• Enter client information into the electronic health record accurately and in a timely manner.
• Coordinate meetings and schedules for clinic staff.
• Provide administrative support, including maintaining staff contact lists, on-call schedules, and supply orders.
• Provide backup support for other administrative positions as needed.
• Adhere to all professional standards, F&CS policies, and applicable federal, state, and OMH/HIPAA requirements.
• Facilitates record requests in consultation with the Executive Director and Compliance Director.
• Scans and uploads documents into the EMR; ensures all ROIs meet HIPAA and Agency standards.
• Follows up with clients, staff, and external agencies to ensure timely record exchange.
• Tracks and provides updates to Clinic leadership team and clinic staff regarding provider billable service data and analysis.
• Coordinates County and State OMH report submissions, including data collection, report generation, and preparation support.
• Manages psychiatric provider schedules, including rescheduling appointments to accommodate urgent needs.
• Supports the medication refill request process by reviewing recent prescription and appointment history and forwarding information to the covering prescriber.
• Performs I-STOP reviews for all clients seen by psychiatric providers.
• Assists with scheduling new psychiatric service requests.
• Gathers relevant information prior to first appointments.
• Coordinates scheduling based on urgency in consultation with the Executive Director.

Requirements

• High school diploma or equivalent.
• Minimum of 1–2 years of administrative, reception, or office support experience in a fast-paced environment.
• Strong customer-service skills, including the ability to communicate clearly and professionally with clients, staff, and external partners.
• Proficiency with computers, including data entry, email, scheduling systems, and basic office software.
• Reliable, punctual, and able to work onsite during scheduled office hours.
• Ability to handle sensitive or emotionally charged situations with professionalism and composure.
• Associate’s degree or higher in business administration, human services, office management, or a related field.
• Familiarity with electronic health records (EHR), billing databases, scheduling systems, and/or Paylocity.
• Knowledge of HIPAA, OMH, and other regulatory standards relevant to clinical or behavioral health environments.
• Experience with records management, including release of information (ROI) processes.

Skills

• Customer-service
• Communication
• Data entry
• Email
• Scheduling systems
• Basic office software
• HIPAA
• OMH
• Records management
• Release of information (ROI)

Location

• Onsite

Work Type

• Full-time

Experience Level

• 1-2 years

Education Level

• High school diploma or equivalent
• Associate's degree or higher