Behavioral Health Clinical Coordinator

Ritter Center•San Rafael, CA

2d•Onsite

About The Position

The Behavioral Health Clinical Coordinator supports coordinated, patient-centered care for Ritter Health Center patients by managing behavioral health front-office operations, referrals, and communication among patients, providers, case managers, and outside agencies. Serving as a culturally responsive point of coordination, the position assesses patient needs, helps develop care plans extending beyond the primary care visit, and facilitates communication among clinicians and agencies involved in each patient’s care. The role also registers patients, verifies insurance eligibility, scans identification and incoming faxes into the electronic health record, collects insurance copayments, and provides scheduling and administrative support to the Clinical Director. This is a full-time, non-exempt position based at Ritter Center’s main campus in San Rafael, California, reporting to the Clinical Director. The work is divided among clinical front-office duties (40%), referral coordination (50%), and administrative assistance for the Clinical Director (10%).

Requirements

At least three years of multi-line telephone experience and/or medical receptionist experience involving scheduling and telephone duties.
High school diploma or GED.
Experience serving as a patient advocate, working effectively with diverse populations, demonstrating cultural responsiveness, and providing high-quality customer service.
Ability to work in a team-oriented environment with staff who have different work and communication styles.
Strong problem-solving skills and flexibility and adaptability to change.
Understanding of HMO, PPO, Medicare, and Medi-Cal insurance plans.
Excellent organizational skills and ability to multitask and manage multiple priorities.
Ability to remain flexible and responsive to changes in patient activity and workload.
Ability to take initiative, prioritize tasks, and follow through with minimal supervision.
Excellent computer skills and strong proficiency with Microsoft Office.
Resourcefulness in problem solving.
Ability to enter data into electronic systems while maintaining data integrity and accuracy.
Excellent verbal, written, and interpersonal skills, and ability to foster open communication and collaborative practice.
Ability to sit for extended periods, speak, hear, write, operate a keyboard, and read small print and use a computer monitor.
May be required to reach overhead and lift boxes weighing up to 30 pounds.
Must complete a background check and Livescan fingerprinting.

Nice To Haves

At least three years of experience in a healthcare setting, including private practice or a Community Health Center.
Knowledge of managed care, ICD-9, ICD-10, and CPT codes.
Bilingual in Spanish and English.

Responsibilities

Admit patients to the Behavioral Health Department and maintain patient flow.
Answer incoming clinic calls and perform administrative and paperwork duties that support efficient check-in and check-out, scheduling, and documentation.
Enter patient clinical and non-clinical information into EClinicalWorks and SmartCare, and maintain accurate, properly ordered patient charts.
Work with the Clinical Director to resolve technical or workflow issues related to referrals and the front office.
Use appropriate judgment in routine patient care matters and escalate issues to providers as needed.
Welcome patients and provide high-quality customer service; collect required patient documentation.
Schedule patient appointments and procedures according to established policies and protocols.
Understand insurance plans and collect appropriate patient out-of-pocket expenses.
Maintain patient confidentiality and privacy in accordance with HIPAA and 42 CFR Part 2.
Attend supervisor meetings, staff meetings, and scheduled training.
Screen patients for therapy, psychiatric, and substance use services and gather registration and intake paperwork.
Review monthly substance use billing, identify and document discrepancies, and report errors for correction.
Manage and coordinate referrals generated at Ritter Health Center, including sending referrals, confirming receipt, informing patients and case managers, and following up on appointments.
Request medical records from specialty offices and ensure referring provider reviews are received before scanning records into the EHR.
Arrange patient transportation as needed through transportation partners.
Screen individuals’ physical, psychosocial, and emotional needs to inform care coordination.
Help patients address healthcare-system, financial, or social barriers, including arranging interpreters, insurance enrollment, transportation, or prescription assistance.
Plan, teach, and coordinate medical care to promote improvement or recovery.
Provide administrative support to the Clinical Director, including calendar management, meeting coordination, expense management, and department organization.
Support the Clinical Director with filing, paperwork, forms, purchase orders, and agency requests.
Coordinate with other functional and executive administrative staff to support consistency and efficiency; identify workflow improvements and participate in administrative meetings.
Work with other departments on special projects and assignments, and perform other duties as assigned.
Follow Ritter Center’s mission and patient-first approach, uphold ethical conduct, take responsibility and initiative, communicate effectively, and protect agency and patient information and patient rights.