Client Services Coordinator I

Texas A&M University System; College Station (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Texas A&M University Health Services seeks a Client Services Coordinator I to provide essential administrative support, coordinate scheduling, outreach, and referrals, and ensure smooth client flow. You will work closely with clinicians to maintain patient experience and safeguard confidential information.

Requirements include a Bachelor's degree or equivalent and at least two years in office administration, with strong multitasking, communication, and customer service skills.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Two years of experience in office administration.
• Knowledge of HIPAA and FERPA regulations and confidentiality.

Responsibilities

• Provide administrative operational support to Client Services unit.
• Coordinate scheduling, outreach, and referrals.
• Support patient flow and contribute to positive patient experience.
• Maintain accuracy of client records in EHR system.
• Cover front desk duties and assist with crisis-related tasks.

Skills

Multitasking

HIPAA knowledge

FERPA knowledge

Communication

Office administration

Customer service

Team collaboration

Time management

Education

Bachelor's degree or equivalent

Tools

EHR systems

Job description

Job Title

Client Services Coordinator I

Agency

Texas A&M University

Department

University Health Services

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Who We Are

University Health Services empowers Texas A&M students through integrated care that supports their physical and mental health. As part of Texas A&M Health-the university's comprehensive health science center-our clinicians provide the highest level of care in medicine, counseling, psychology and emergency medical services that fosters students' academic, personal and professional success.

What We Want

The Client Services Coordinator, under general suspension, provides administrative operational support to the University Health Services Client Services unit, serving as primary support between clients, staff, and providers.

The Client Services Coordinator is responsible for coordination of case review, outreach support, Counselor Connect, client referrals, appointment scheduling, as well as providing customer service, while working closely with clinical staff to ensure patient flow and positive patient experience. Routinely provides clerical support as needed to assist with the scheduling of clients and maintenance of the Electronic Health Record.

What You Need To Know

Salary: Commensurate based on selected candidates experience.

Cover Letter/Resume: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

Responsibilities

Administrative Support for Leadership Team

• Review and proofread documents
• Provide logistical support for departmental events and functions
• Coordinate committee meetings, prepare agendas, and organize and tracks agenda items
• Produce and provide minutes of meetings as requested
• Coordinate and schedule trainings and seminars
• Provide administrative support duties as needed for leadership team
• Plan, organize, direct, and manage day-to-day activities

Client Access Coordination

• Run reports to identify clients who missed appointments
• Contact clients for both Counseling and Beutel Mental Health appointments
• Forward clinical needs to counselor as needed
• Make necessary follow-up appointments
• Track and report multiple missed appointments
• Attend meetings as necessary

Customer Service and Staff Support

• Serves as primary support for Embedded Mental Health Clinicians
• Monitor clinical schedules, ensure efficient client flow, provides back-up to check-in process
• Verify and update client eligibility, demographics, and other information in the Electronic Health Record (EHR)
• Collect document signatures for client acknowledgements and required compliance forms
• Answer client inquiries regarding appointments, procedures, office policies, and general information
• Assists with complex scheduling, canceling, and rescheduling appointments
• Respond to client inquiries regarding charges, eligibility, new student requirements, etc., in person, by phone, and email
• Research and respond to client feedback and concerns in person, by phone and email, notifying leadership as appropriate
• Ensure compliance with HIPAA regulations by safeguarding client confidentiality at all times
• Cover front desk duties as needed including processing crisis clients and supporting all staff and client needs.
• Performs other duties as assigned.
• Participates in University and departmental activities, programs, and services

Qualifications

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.
• Two years of experience in office administration.

Knowledge, Skills, and Abilities:

• Ability to multitask and work cooperatively with others.
• Ability to use and manage an electronic health records system.
• Ability to work with sensitive information and maintain confidentiality.
• Ability to work independently.
• Knowledge of word processing, spreadsheet, and database applications.
• Knowledge of laws and regulations related to confidentiality, including HIPAA and FERPA.
• Planning and organizational skills.
• Strong verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Attention to detail.
• Time management capabilities and prioritization skills.

Other Requirements and Factors

This position may occasionally require a flexible schedule for evening and weekend work for outreach and/or crisis response.

The individual in this position may be required to handle Personally Identifiable Information 1 (PII) as defined by Family Educational Rights and Privacy Act (FERPA) regulations and Protected Health Information2 (PHI) as defined by Health Insurance Portability and Accountability Act (HIPAA) regulations. The individual is required to handle PII and PHI in accordance with University Health Services (UHS), Texas A&M University System policies, and all applicable federal regulations. 1PII includes information that can be used to distinguish or trace an individual's identity, ei