Office Manager & Clinical Services Coordinator

DePaul University•Chicago, IL

2d•$23 - $27

About The Position

The Clinical Services Coordinator oversees and coordinates Family & Community Services operations, including patient intake and appointments, behavioral healthcare billing, invoicing and patient payments, claims submission, continuing education processing, grant proposal coordination, and management of the Electronic Medical Record system. The coordinator works directly with patients, insurance companies, and healthcare providers to coordinate care from referral through discharge and to monitor claims processing, appeals, and payment. The role also manages clinician and facility credentialing with insurance companies and payers and may provide backup reception and front-office support as needed. The position oversees clinical case documentation, case openings and closings, documentation reviews for billing readiness, fee-for-service billing for local school-based grant projects, utilization review and internal auditing, consumer satisfaction surveys and follow-up interviews, and billing audits required for accreditation and certification. It manages upkeep, maintenance, users, and upgrades for the Electronic Medical Record system, working with external parties when needed. The role is responsible for center billing and claims, insurance verification, billing inquiries, unpaid-account invoicing, medical records, and oversight of student workers serving as Office Assistants. It also oversees general office operations, including facility access, work orders, supplies, student hiring, front-desk staffing, patient intake processes, and tracking. The coordinator supports the Center Director with tracking clinical hours, fee-for-service work, grant proposals, medical and grant billing, and appointments. Supervisory duties include managing front-office student workers, coverage, and delegation of administrative tasks.

Requirements

Bachelor’s degree required; a master’s degree is preferred.
Three years of previous office management, healthcare billing, and electronic medical records experience in a medical, behavioral health, or social services setting.
Must be able to work some evening hours and maintain a flexible schedule.
Ability to work independently and meet deadlines.
Ability to work in a team environment and provide excellent customer service to clients, staff, faculty, and the community.
Advanced computer skills and proficiency in Microsoft Office applications.
Proficiency in producing data and narrative reports for a professional audience.
Excellent organizational and communication skills.
Reliable, organized, detail-oriented, and capable of working with minimal supervision.
Comfort interacting with children, adolescents, and families.

Nice To Haves

Master’s degree preferred.

Responsibilities

Coordinate Family & Community Services operations, including patient intake, appointments, behavioral healthcare billing, invoicing, patient payments, claims submission, continuing education processing, and grant proposal coordination.
Manage the Electronic Medical Record system, including upkeep, maintenance, users, and upgrades, coordinating with external parties as needed.
Coordinate patient care with patients, insurance companies, and healthcare providers from referral through discharge.
Monitor claims through processing, appeals, and payment; manage clinician and facility credentialing with insurance companies and payers.
Review clinical case documentation, open and close cases, and ensure documentation is complete for billing.
Prepare fee-for-service billing for local school-based grant projects.
Manage utilization review and internal auditing.
Administer consumer satisfaction surveys and follow-up interviews.
Conduct billing audits required for accreditation and certification.
Manage center billings and claims, verify patient insurance coverage, answer billing questions, and coordinate invoicing on unpaid accounts.
Maintain medical records and oversee student workers in the Office Assistant role.
Oversee general office operations, including facility access, work orders, supplies ordering, student hiring, and front-desk staffing.
Ensure appropriate patient intake and tracking processes.
Support the Center Director with tracking clinical hours, fee-for-service work, grant proposals, medical and grant billing, and appointments.
Manage front-office student workers and coverage, and delegate administrative tasks.
Provide backup reception and front-office support as needed.