Office Manager & Clinical Services Coordinator

DePaul University•Chicago, IL

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 administration of the Electronic Medical Record system. The position works with patients, insurance companies, and healthcare providers to coordinate care from referral through discharge and to ensure claims are processed, appealed, and paid. It also manages clinician and facility credentialing with insurance companies and payers and may provide backup receptionist and front-office support as needed. The role coordinates clinical documentation and billing readiness, fee-for-service billing for school-based grant projects, utilization review audits, consumer satisfaction surveys, and audits required for accreditation and certification. It maintains the EMR system, including users, upgrades, upkeep, and coordination with external parties. It oversees center billing and claims, medical records, insurance verification, billing inquiries, unpaid-account invoicing, and student workers serving as Office Assistants. The position oversees general office operations, including facility access, work orders, supplies, student hiring, front-desk staffing, and patient intake and tracking processes. It supports the Center Director with tracking clinical hours, fee-for-service work, grant proposals, medical and grant billings, and appointments. It supervises front-office student workers, coverage, and delegation of administrative tasks. The position requires some evening hours and a flexible schedule.

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.
Ability 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 with Microsoft Office applications.
Proficiency producing data and narrative reports for a professional audience.
Excellent organizational and communication skills.
Reliability, organization, attention to detail, and ability to work with minimal supervision.
Comfort interacting with children, adolescents, and families.

Nice To Haves

Master’s degree.

Responsibilities

Coordinate clinical case documentation, case opening and closing, and review documentation for billing completeness.
Prepare fee-for-service billing for local school-based grant projects.
Manage internal utilization review auditing.
Coordinate consumer satisfaction surveys and follow-up interviews.
Conduct billing audits required for accreditation and certification.
Oversee and maintain the Electronic Medical Record system, including users, upgrades, system upkeep, and coordination with external parties.
Manage center billing and claims, working with insurers, healthcare providers, and patients to process and secure payment.
Verify patient insurance coverage, answer billing questions, and coordinate invoicing for unpaid accounts.
Maintain medical records and oversee student workers in Office Assistant roles.
Oversee general office operations, including facility access management, work orders, supplies, 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.
Supervise front-office student workers, coordinate front-office coverage, and delegate administrative tasks.
Coordinate patient care from referral through discharge and manage clinician and facility credentialing with insurance companies and payers.
Provide backup receptionist and front-office support as needed.