Clinical Services Coordinator

The Clinical Services Coordinator is responsible for providing prospective clients requesting services with a comprehensive and professional intake experience by assessing the client’s presenting problem and, if appropriate, guiding them to the most appropriate JFS staff or program. The CSC will also provide information and referral for resources to meet the needs of callers if JFS is unable to meet their needs. This position will provide credentialing services to clinical staff in the Clinical Services Department. This position will oversee the Clinical Receptionist and manage medical records request delegation or handling. This position reports to the Director of Clinical Services.

Duties and Responsibilities:

General Intake:

• Intake Phone Calls: talking with individuals seeking therapy, getting them on the waitlist, assessing acuity, type of therapist, other needs, program assignment, etc.  3-4 hours per day, 4 days per week on the phone.
• Answer calls in a professional manner and provide a positive intake experience for clients; answer live and respond to client needs throughout the day, schedule follow-up calls at convenience of clients to assist with their schedules.
• Determine need(s) and assign to the relevant JFS staff or program.
• Determine ability to serve and make appropriate referrals, as appropriate, to external resources.

Clinical Intake:

• If the call is for mental health services, gather the necessary information and follow procedures for Clinical Intake. Conducts intake assessments for acuity and therapist fit and availability.
• Contextualize client issues within social and systemic frameworks.
• Ensure warm handoff to ongoing providers.
• Monitor intake capacity and waitlist management.
• Gather information necessary to determine assignment of clinician based on presenting problem and insurance eligibility; enter information into Procentive and schedule intake appointment.
• Verify insurance eligibility (and sliding fee scale eligibility, if appropriate) and refer to Medical Billing Specialist to obtain authorizations.
• Make appropriate recommendations to community resources to potential clinical clients.

Credentialing:

This position supports credentialing efforts for clinical staff in the Clinical Services Department as needed; primary credentialing responsibilities are performed by the billing specialist.

• Ensure all licensed clinical staff are and remain properly credentialed.
• Respond to all credentialing and demographic information requests in a timely manner.
• Maintain and update Council for Affordable Quality Healthcare (CAQH) profiles for every licensed clinical staff.
• Maintain a current roster of insurance companies with approved licensed staff including re-validation/re-credentialing dates to ensure timely compliance.
• Ensure that each licensed staff is on the correct insurance panel based on their licensure.
• Impanel staff as they come or leave.

CCS

• Ensure all impaneled CCS staff are billing appropriately; utilize Avatar in assisting management of CCS clients, and operationalize referrals to appropriate sources for CCS.
• Complete CCS supervision logs each month.
• Submit supervision logs to the county (Justice – Youth, Lindsay – Adult) by the 15th of the following month; future state will involve uploading to HealthStream.

Records Management:

• Respond to and manage requests for medical records and ensure required releases are obtained. Send requests to Front Desk staff to process and send in compliance with Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) regulations and agency policies and procedures. Manage all medical records requests, including responding to those requests in a timely manner and consulting about all clinical issues related to records.
• Adhere to and ensure clinic adherence to all HIPAA rules and regulations, as well as office decorum and compliance.

Data Management:

• Work with Agency data professionals to provide any necessary reporting or program information as needed for grants, internal calculations, productivity reporting, or other.
• Monitor that notes are entered in Avatar within 72 business hours following client contact.
• Run “Notes in Draft” report monthly and ensure staff finalize any draft notes.
• Check referrals in Avatar.
• Keep Smart Sheet up to date for add/drop/availability.

Operational Duties:

• Upload and monitor Orientation Training logs.
• Monitor completion of Annual Training Logs and ensure they are uploaded to HealthStream by January 10 each year; send reminders and monitor staff completion.
• Manage coverage and provide back-up coverage to Clinical Receptionists at the front desk, as needed.
• Attend biweekly Clinical Operations meeting and monthly Clinical Services Department meeting.

Other:

• Additional duties and responsibilities as assigned.

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