Clinical administrative coordinator job description

The Clinical Administrative Coordinator (CAC) performs a large range of program and service-related administrative support to the Behavioral Health department at U.S.VETS. The CAC reports directly to the Director of Behavioral Health at the assigned U.S.VETS site and works closely with various staff members to ensure completion of the administrative portion of direct service work. The CAC is responsible for coordinating, facilitating and executing staff training to support service delivery and compliance with service documentation and performance; completing external funder reporting requirements and internal U.S.VETS reporting requirements; conducting frequent clinical audits on client charts; and providing support to the case management staff.
FLSA Classification: Non-Exempt

Responsibilities:

Creates annual training calendar for clinical and program staff according to the training requirements as determined by the National Clinical and Program team
Coordinates and executes staff training according to the annual training calendar and in collaboration with Human Resources to ensure each staff member completes a minimum requirement of 40 hours of training/year to include completing required training topics
Creates and tracks annual training hours for all staff
Ensures all conducted staff trainings include a competency-based assessment upon conclusion of the training to ensure training retention (e.g., Post-training test)
Creates annual funder report calendar with established deadlines and deliverables for each external and internal report required in collaboration with Operations Manager.
Connects with Program Coordinators and Team Leaders to monitor clinical and programmatic deliverables at least monthly for all internal and external requirements, reports areas of underperformance to management, and leads team on developing and following through on corrective actions.
Oversees and/or completes external & internal funding reports related to clinical and program deliverables, according to specific funder requirements, at least 7 days prior to the funder/internal deadline and submits to Director of Behavioral Health and Operations Manager for final review before submission.
Submits or ensures submission of all external clinical reports to the established funder point of contact on behalf of the organization and of all internal clinical reports to the agency point of contact by no later than the established deadline, preferably 3 days prior to the deadline.
Develops and maintains a system to ensure timely and accurate documentation in client files that meets required standards and that such documentation is complete and readily available for internal and external audits, medical billing support, accreditation surveys, etc.
Completes weekly file audit for each program for both data completion and content of documentation and works with case management staff to ensure file compliance
Conducts frequent clinical audits on client charts a minimum of 4x/year for active clients and within 7 days of the clients date of discharge to ensure clinical integrity
Works with case management team on correcting clinical audit deficiencies or discrepancies in a timely manner
Prepares the team for external audits conducted on-site by external funders and serves as the sites lead point of contact throughout the duration of the audit while ensuring collaboration with applicable departments to include Operations and Finance.
Ensures admission and discharge functions are conducted according to the organizations policy and to optimize process flow, efficiency, and the client experience
Updates weekly clinical meeting documents (e.g., CM-VT listing, Clinical Meeting Notes, etc.) and takes weekly meeting minutes for efficient tracking from week to week on clients clinical progress
Leads the process of obtaining CARF accreditation/re-accreditation for the site
Collaborates and shares best practices with counterparts at other U.S.VETS and provides additional support as requested
Staff who have a valid drivers license and meet company insurance requirements may be required to complete a provided driver training course and drive company vehicles for work-related activities to include client transportation
Performs other duties as assigned

jeid-f1ff7b2dd7f92d44bb2f2591e06b2a9c

10/13/2022

Organizational Summary

The Child Mind Institute is an independent, national nonprofit dedicated to transforming the lives of children and families struggling with mental health and learning disorders. Our teams work every day to deliver the highest standards of care, advance the science of the developing brain and empower parents, professionals and policymakers to support children when and where they need it most. Together with our supporters, we're helping children reach their full potential in school and in life. We share all of our resources freely and do not accept any funding from the pharmaceutical industry.

Job Summary

The Child Mind Institute seeks a motivated and detail-oriented individual to join the Clinical Practice as Administrative Coordinator. The Administrative Coordinator is responsible for supporting the clinical practice across a range of administrative, compliance, and operations functions. This position is a key member of the clinical team helping to ensure efficient and patient-focused operations and a productive clinical staff. The ideal candidate is articulate, detail oriented and has strong problem solving skills.

Reporting to the Associate Director of Clinical Administration, this is an exempt, full-time position located at our NYC headquarters.

The Child Mind Institute is proud to be named a Great Place to Work-Certified company! Our competitive compensation and benefits include medical insurance, 401(k), paid parental leave, dependent care, and flexible work schedules, paid parental leave, dependent care and discounted tickets and entertainment perks programs.

Responsibilities:

• Serve as the administrative point person for the clinical practice including scheduling and preparing for meetings, facilitating recruiting initiatives, providing event planning support, managing clinical mailings, and completing routine HR and legal paperwork.
• Use the electronic health record system to provide regular reports to leadership on practice metrics.
  Represent the Child Mind Institute with patients and families, vendors, and other partners in person and in writing.
• When appropriate, assist in the resolution of urgent, sensitive and confidential issues.
  Manage financial aid process from start to finish including application tracking, processing, and fielding questions.
• Monitor and report on practice fee changes to ensure any changes are appropriate and timely.
  Coordinate and draft comprehensive evaluation and intensive treatment proposals for patients.
• Manage the logistics of our clinical training initiatives including visiting professor lectures, case conference, summer internship program, and clinical trainee didactics.
• Manage external referral database.
• Other duties and projects as assigned.

Qualifications

• Bachelor's degree.
• Minimum of 3 years of administrative experience in a fast-paced environment.
• Proficient in the Microsoft Office Suite, ability to quickly learn and adapt to new technology
• Excellent writing skills and strong interpersonal, communication, and presentation skills.
• Proactive; detail-oriented; conscientious; organized.
• Adept at thinking critically and analytically.
• Enjoy a fast-paced, exciting, high-impact environment.
• Creative and resourceful; entrepreneurial spirit and ability to work in a collaborative, productive manner with diverse constituencies.
• Able to work independently and with a team.
• Personable; able to work comfortably with individuals at all levels of the organization.
• Able to maintain discretion and confidentiality.
• Passion for the Child Mind Institute mission

Special Considerations:

Please upload your CV during the application process.

CMI is committed to public health and to the safety and wellbeing of our colleagues, visitors and volunteers. As such, we have adopted a policy requiring all employees whose positions require them to be on site to be vaccinated against COVID-19 or to meet the legal guidelines for an exemption.

The Child Mind Institute is an equal opportunity employer and does not discriminate in employment based on race, religion (including religious dress and grooming practices), color, sex/gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex stereotype, gender identity/gender expression/transgender (including whether or not you are transitioning or have transitioned) and sexual orientation; national origin (including language use restrictions and possession of a driver's license issued to persons unable to prove their presence in the United States is authorized under federal law [Vehicle Code section 12801.9]); ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age (40 and over), sexual orientation, military or veteran status, or any other basis protected by federal, state or local law or ordinance or regulation.

Combine two of the fastest-growing fields on the planet with a culture of performance, collaboration and opportunity and this is what you get. Leading edge technology in an industry that is improving the lives of millions. Here, innovation is not about another gadget; it is about making health care data available wherever and whenever people need it, safely and reliably. There is no room for error. If you are looking for a better place to use your passion and your desire to drive change, this is the place to be. It's an opportunity to do **your life's best work.(sm)**

Like you, UnitedHealth Group is strong on innovation. And like you, we'll go the distance to deliver high-quality care. As part of our clinical support team, you will be a key component in customer satisfaction and have a responsibility to make every contact informative, productive and positive for our members and providers. You'll have the opportunity to do live outreach, educating members about program benefits and services while also helping to manage member cases. Bring your skills and talents to a role where you'll have a chance to make an impact.
**Primary Responsibilities:**

+ Manage administrative intake of members

+ Work with hospitals, clinics, facilities and the clinical team to manage requests for services from members and/or providers

+ Process incoming and outgoing referrals, and prior authorizations, including intake, notification and census roles

+ Assist the clinical staff with setting up documents/triage cases for Clinical Coverage Review

+ Handle resolution/inquiries from members and/or providers

This is high volume, customer service environment. You'll need to be efficient, productive and thorough dealing with our members over the phone. You also must be able to work a flexible schedule that includes evening hours.

You'll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in.

**Required Qualifications:**

+ HS Diploma or GED

+ 2+ years of customer service experience

+ Experience with MS Word, Excel and Outlook

+ Full COVID-19 vaccination is an essential job function of this role. Candidates located in states that mandate COVID-19 booster doses must also comply with those state requirements. UnitedHealth Group will adhere to all federal, state and local regulations as well as all client requirements and will obtain necessary proof of vaccination, and boosters when applicable, prior to employment to ensure compliance. Candidates must be able to perform all essential job functions with or without reasonable accommodation

**Preferred Qualifications:**

+ Experience working within the health care Industry and with health care insurance

+ Experience working in a hospital, physician's office or medical clinic setting

+ Experience working in a call center

+ A clerical or administrative support background

+ Knowledge of ICD-9 and CPT codes

UnitedHealth Group is working to create the health care system of tomorrow.

Already Fortune 5, we are totally focused on innovation and change. We work a little harder. We aim a little higher. We expect more from ourselves and each other. And at the end of the day, we're doing a lot of good.

Through our family of businesses and a lot of inspired individuals, we're building a high-performance health care system that works better for more people in more ways than ever. Now we're looking to reinforce our team with people who are decisive, brilliant - and built for speed.

Come to UnitedHealth Group, and share your ideas and your passion for doing more. We have roles that will fit your skills and knowledge. We have diverse opportunities that will fit your dreams.

_To protect the health and safety of our workforce, patients and communities we serve, UnitedHealth Group and its affiliate companies require all employees to disclose COVID-19 vaccination status prior to beginning employment. In addition, some roles and locations require full COVID-19 vaccination, including boosters, as an essential job function. UnitedHealth Group adheres to all federal, state and local COVID-19 vaccination regulations as well as all client COVID-19 vaccination requirements and will obtain the necessary information from candidates prior to employment to ensure compliance. Candidates must be able to perform all essential job functions with or without reasonable accommodation. Failure to meet the vaccination requirement may result in rescission of an employment offer or termination of employment_

**Careers with Optum.** Here's the idea. We built an entire organization around one giant objective; make health care work better for everyone. So when it comes to how we use the world's large accumulation of health-related information, or guide health and lifestyle choices or manage pharmacy benefits for millions, our first goal is to leap beyond the status quo and uncover new ways to serve. Optum, part of the UnitedHealth Group family of businesses, brings together some of the greatest minds and most advanced ideas on where health care has to go in order to reach its fullest potential. For you, that means working on high performance teams against sophisticated challenges that matter. Optum, incredible ideas in one incredible company and a singular opportunity to do **your life's best work.(sm)**

_Diversity creates a healthier atmosphere: UnitedHealth Group is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law._

_UnitedHealth Group is a drug-free workplace. Candidates are required to pass a drug test before beginning employment._