Student Assistant I

Palo Alto University•Palo Alto, CA

5d•Onsite

About The Position

The Clinic Outreach/Referral Manager position is a specialized CM1 student role focused on engaging in outreach and managing referral sources while supporting the clinic with regular Clinic Manager I work at the clinic at a reduced volume. This position has two major areas of focus: Referral Management and Outreach. Both areas involve outreach via phone, email, and in person, which may include outreach at events on evenings and weekends and/or coordinating others to engage in these tasks. The Clinic Manager I (CM1) role is responsible for the day-to-day management of clinically-oriented mental health services for The Clinics at PAU. Clinic Managers bridge administrative communication between clients and student therapists and generally provide the first line of support and assistance for everyone at the clinic. CMs also ensure that existing policies and procedures are understood and implemented across the clinic.

Requirements

Must be enrolled in either the Ph.D. or Psy.D. program at Palo Alto University
Must have at least 3 quarters of experience as a CM1 (Clinic Manager 1)
Must be able to work at least 1 in-person CM1 shift per week (4-5 hours) for each quarter.
Must be able to provide back-up/substitute coverage for 1-2 shifts per week to be available if other CM’s call out sick
Must be able to attend required staff meetings and training (typically 1-2 times a quarter)
Ability to understand and work with electronic health record systems.
Familiarity with clinic policies and procedures and ability to learn clinic-specific protocols
Excellent organizational skills and strong attention to detail
Outstanding interpersonal skills: professional, welcoming demeanor; patience.
Ability to provide and take feedback on job performance.
Ability to hold professional boundaries with other students at the clinic.
Ability to work independently within a team environment when multiple priorities need to be addressed
Ability to collaborate with other CMs on projects and situations requiring risk management.
Willingness to take on new tasks, even when time intensive.
Ability to implement change and process improvements.

Nice To Haves

Prior experience working in an administrative capacity.
Prior experience working in clinical and/or patient-facing settings.
Completed academic or professional training in Ethics.
Completed academic and/or professional clinical skills training experience.
Comfort and/or experience communicating with different organizations and individuals via phone, email, and in person
Experience building and maintaining social media accounts

Responsibilities

Maintaining, updating, and expanding the referral spreadsheet and resources for the clinic.
Regularly contacting current referral sites for updated information.
Researching new potential referral options.
Responding to requests for outreach events.
Building and maintaining relationships with organizations and individuals who can be a source of referrals to the clinic.
Collaborating with directors and CMs to identify approaches, strategies, and potential referral sources for the clinic.
Developing new print or digital materials including, but not limited to social media accounts.
Answering the telephone.
Delivering messages.
Screening potential clients.
Sorting and responding to emails.
Taking and recording client payments.
Updating contact information.
Maintaining clinic cleanliness.
Monitoring HIPAA compliance.
Coordinating risk management.
Performing quarterly audits.
Answering supervisor and therapist questions regarding policies and procedures.
Informing supervisors of student therapist adherence to clinic policies and procedures.
Collecting weekly information regarding student therapist caseload and hours worked, followed by communicating this information to clinic directors.
Updating the Clinics at PAU Student Manual.
Updating the Clinic Managers Manual.
Processing files for termination.
Monitoring the database for irregularities.
Translating clinic materials into Spanish.
Assembling and resupplying intake packets.
Organizing referral resources.
Scheduling and oversight of the weekly student therapist task of “clinic duty” (in which student therapists spend one hour a week performing small duties around the clinic).