Administrative Coordinator II - Psychological & Brain Sciences

Washington University in St. Louis; Clayton (MO); On-site; USD 42,000 - 56,000; Full time

Job summary

Washington University in St. Louis is seeking an on-site Clinic Operations Administrator to oversee day-to-day PSC operations, EMR management (ClinicNote), and billing accuracy. The role collaborates with directors, students, supervisors, staff, and clients to ensure HIPAA compliance and efficient clinic functioning.

The position emphasizes creating documentation, guiding students and staff, and coordinating with community partners while maintaining confidentiality and university policies.

Qualifications

• Strong administrative capabilities for clinic operations and workflows.
• Experience with billing processes and financial documentation.
• Familiarity with HIPAA regulations and privacy requirements.
• Proficiency with EMR systems, especially ClinicNote, and related documentation.
• Attention to detail in recordkeeping and forms management.
• Effective written and oral communication with students, staff, and clients.

Responsibilities

• Develop, implement, and maintain administrative systems and workflows related to clinic operations, screening procedures, billing processes, and electronic medical records to ensure efficient clinic functioning.
• Assist the Director with programmatic management duties and implementation of policy or procedural updates.
• Create and maintain detailed operational documentation, including workflow guides, checklists, scripts, written instructions, and procedural materials for students, staff, supervisors, and clients.
• Support administration, troubleshooting, and operational use of the clinic's EMR system, ClinicNote, including assisting student clinicians and supervisors with documentation issues, appointment errors, and EMR-related concerns.
• Create and maintain systems for scanning, organizing, and managing electronic and paper records within ClinicNote and related systems.
• Create and update electronic forms, Jotforms, surveys, intake documents, billing forms, and operational documentation for clinic use, as needed.
• Coordinate office purchasing, inventory management, and procurement for clinic operations, including office supplies, therapy materials, psychological testing materials, and related equipment.
• Attend HIPAA liaison meetings when Director is unavailable and assist with implementation of compliance-related procedures.

Skills

Administrative Skills

Billing

HIPAA Compliance

EMR Proficiency

Documentation

Communication

Tools

ClinicNote

Jotforms

Job description

Location

SAINT LOUIS, MO 63105

Scheduled Hours

37.5

Position Summary

This on-site position is responsible for the day-to-day operational management of the Psychological Service Center (PSC). The position serves as the primary full-time administrative staff member supporting clinic operations, financial and billing administration, reception operations, report, assessment coordination, and management of the electronic medical record (EMR) system. The position works closely with the PSC Director, clinical graduate students, clinical supervisors, graduate assistants, undergraduate interns, and clients to ensure efficient clinic functioning and compliance with clinic procedures, HIPAA standards, and university policies. This role operates with substantial autonomy and serves as a central operational resource for the clinic.

Primary Duties & Responsibilities

Clinic Operations & Administrative Coordination

• Develop, implement, and maintain administrative systems and workflows related to clinic operations, screening procedures, billing processes, and electronic medical records to ensure efficient clinic functioning.
• Assist the Director with programmatic management duties and implementation of policy or procedural updates.
• Create and maintain detailed operational documentation, including workflow guides, checklists, scripts, written instructions, and procedural materials for students, staff, supervisors, and clients.
• Support administration, troubleshooting, and operational use of the clinic's EMR system, ClinicNote, including assisting student clinicians and supervisors with documentation issues, appointment errors, and EMR-related concerns.
• Create and maintain systems for scanning, organizing, and managing electronic and paper records within ClinicNote and related systems.
• Create and update electronic forms, Jotforms, surveys, intake documents, billing forms, and operational documentation for clinic use, as needed.
• Coordinate office purchasing, inventory management, and procurement for clinic operations, including office supplies, therapy materials, psychological testing materials, and related equipment.
• Participate in quality assurance and quality improvement initiatives related to clinic operations and administrative processes.
• Support compliance with clinic policies, confidentiality standards, HIPAA regulations, and university procedures.
• Coordinate completion, collection, and maintenance of HIPAA documentation and related client records.
• Coordinate communication and documentation exchange with community partners, referral sources, and external providers in accordance with HIPAA and clinic policies.
• Coordinate HIPAA training requirements for students and employees prior to clinic work responsibilities.
• Attend HIPAA liaison meetings when Director is unavailable and assist with implementation of compliance-related procedures.
• Assist with operational troubleshooting related to clinic technology, equipment, and infrastructure.
• Coordinate facilities and maintenance requests to support clinic operations and functionality.

Billing and Financial Administration

• Prepare and maintain accurate billing documentation and client financial records within the EMR system.
• Monitor and reconcile client accounts, payments, and billing records to ensure accuracy and compliance.
• Process daily billing activities, including entering charges following sessions, and entering, reconciling, and maintaining records of cash, check, and credit card payments and other client account transactions.
• Generate invoices, monthly billing statements, accounts receivable notices, and related financial correspondence for clients with outstanding balances.
• Prepare Good Faith Estimates in compliance with applicable regulations.
• Prepare weekly deposits of client payments and receipts.
• Maintain clinic bookkeeping, purchasing documentation, operational expense records, and provide required documentation to accounting personnel.
• Train and support student clinicians regarding clinic billing procedures, payment processing, financial documentation, and ClinicNote billing functions.

Reception Operations

• Serve as the primary front desk representative for the clinic greeting clients, students, supervisors, and visitors in a professional and welcoming manner.
• Answer phones and respond to inquiries regarding clinic services, procedures, scheduling, referrals, and community resources.
• Schedule and coordinate initial screening appointments and related intake processes.
• Redirect callers to appropriate community resources and referrals when clinic services are not indicated.
• Notify students regarding client calls, appointment updates, and scheduling matters.
• Communicate with students, staff, and supervisors regarding changes to clinic hours, closures, and operational procedures.
• Maintain professionalism, confidentiality, and HIPAA compliance in all client interactions.
• Open and close the clinic every day except Wednesday (open only