School-Based Services Coordinator

WACO FAMILY MEDICINE•Waco, TX

7d•Onsite

About The Position

The School-Based Services Coordinator supports the daily administrative functions of Waco Family Medicine’s school-based programs. The role focuses on patient registration, scheduling coordination, Medicaid eligibility verification, and workflow support to help school-based behavioral health, dental, vision, and medical services operate efficiently. The coordinator works with clinical staff and school personnel to improve access to care, reduce barriers for students and families, and ensure patient information is processed accurately and on time. The position also provides direct administrative and operational support to the school-based vision clinic at the S.18th clinic site in Waco, Texas.

Requirements

High school diploma or equivalent required.
At least one year of customer service or administrative experience required.
Excellent written and verbal communication and customer service skills, using the AIDET communication model.
Experience using Microsoft Office, including Excel, Word, and PowerPoint.
Strong attention to detail and ability to manage multiple tasks.
Ability to work independently while supporting a team-based environment.
Ability to maintain confidentiality and follow HIPAA guidelines.
Valid driver’s license.
Ability to understand and carry out oral and written instructions and read and interpret detailed specifications.
Ability to multitask and work in a fast-paced environment.
Ability to operate office equipment such as a fax machine, printer, and scanner.

Nice To Haves

Associate degree preferred.
Healthcare experience preferred.
Experience with scheduling, insurance verification, or electronic health records; EPIC experience preferred.
Knowledge of Medicaid eligibility and insurance processes preferred.
Bilingual in English and Spanish preferred, but not required.

Responsibilities

Provide primary administrative support for the school-based vision clinic at the S.18th clinic site.
Assist with vision clinic operations, including preparing schedules, coordinating patient flow, and supporting clinic staff.
Process and track eyeglass orders, coordinate delivery and distribution to school campuses, and communicate status and timelines to school staff and families.
Assist with creating, maintaining, and optimizing vision clinic schedules and provider templates.
Coordinate and complete student patient registration for school-based programs.
Verify Medicaid eligibility and assist with updating or changing Medicaid dental home assignments as needed.
Schedule student appointments and manage provider templates.
Coordinate behavioral health, dental, vision, and medical clinic schedules across multiple school sites.
Ensure required WFM documentation and consent forms are completed, collected, and accurately entered into EPIC.
Scan and upload patient documentation into the electronic health record in a timely manner.
Communicate with school staff, parents or guardians, and clinic teams about appointments, missing documentation, and follow-up needs.
Monitor pending registrations, incomplete paperwork, and scheduling gaps to support timely service delivery.
Monitor Alchemer registrations and increase utilization of MyChart.
Assist with patient check-in and check-out when needed.
Maintain accurate patient records and data integrity in EPIC.
Travel to school sites or clinics as needed to support operations.
Follow WFM policies and procedures in the employee handbook.
Perform other duties as assigned by the supervisor.