Clinic Administrative Coordinator

Family & Children's Service of Ithaca•City of Ithaca, NY

73d•Onsite

About The Position

The Clinic Administrative Coordinator supports the day-to-day operations of the F&CS by maintaining a professional and courteous environment, providing assistance to clients, directing agency correspondence, and exhibiting exceptional customer service skills.

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.

Nice To Haves

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.

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 (e.g., entering quarterly clinical schedules, maintenance of cancellation lists, etc.).
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; and 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 of where we are regarding individual and agency targets; coordinates County and State OMH report submissions, including data collection, report generation, and preparation support; as needed to support psychiatric service provision at the clinic.
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 as needed; 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 (e.g., external records, consent forms); and coordinates scheduling based on urgency in consultation with the Executive Director.