Clinic Administrative Coordinator

Fcsith; Town of Ithaca (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

The Clinic Administrative Coordinator supports day-to-day operations of the FCS by maintaining a professional environment for visitors and staff, assisting clients and directing correspondence while upholding HIPAA requirements.

Responsibilities include answering and directing calls, greeting visitors, handling intake paperwork, coordinating billing and co-pays, scheduling appointments, and entering client data into the EMR.

Qualifications

• High school diploma or equivalent required.
• 1–2 years admin, reception, or office support experience.
• Proficiency with computers, scheduling systems, and basic software.
• On-site, reliable, punctual, professional behavior.
• Ability to handle sensitive situations with composure.

Responsibilities

• Answer and direct all incoming calls; take messages as needed.
• Greet visitors; oversee waiting area and public spaces.
• Assist clients with intake paperwork and communicate payment responsibilities.
• Refer billing concerns to the billing department; post co-payments.
• Schedule clinical appointments; enter data into the EMR timely.
• Coordinate meetings and maintain staff contact lists and schedules.
• Provide backup support for other administrative roles as needed.
• Adhere to HIPAA, OMH, and agency policies.

Skills

Customer service

Data entry

Scheduling

Office software

Communication

Education

High school diploma or equivalent

Associate’s degree or higher in business administration, human services, or related field

Tools

Electronic health records (EHR)

Billing databases

Scheduling software

Job description

Description

The Clinic Administrative Coordinator supports the day to day operations of the F&CS by: (1) maintaining a professional and courteous environment for all visitors and staff, (2) providing assistance to clients arriving for service, (3) directing all agency correspondence (phone calls, faxes and direct mail) to the appropriate personnel and (4) generally representing the agency by exhibiting exceptional customer service skills.

General Responsibilities

All Clinic Administrative Coordinators will routinely perform the following tasks within their day-to-day schedule:

• Answer and direct all incoming calls, taking messages as needed.
• Greet and direct all visitors; oversee the waiting area and public-facing spaces.
• Assist new clients with intake paperwork and communicates co-payment or private pay responsibilities.
• Refer benefit-eligible or delinquent accounts to the billing department for consultation.
• Collect and post co-payments in the billing database; reconcile daily cash.
• Schedule clinical appointments, enter data accurately, and make follow-up calls as requested.
• Sort and distribute incoming mail and faxes; assist with outgoing faxes and scanning as needed.
• Enter client information into the electronic health record accurately and in a timely manner.
• Coordinate meetings and schedules for clinic staff (e.g., entering quarterly clinical schedules, maintenance of cancellation lists, etc.).
• Provide administrative support, including maintaining staff contact lists, on-call schedules, and supply orders. Provide backup support for other administrative positions as needed.
• Adhere to all professional standards, F&CS policies, and applicable federal, state, and OMH/HIPAA requirements.
• Other assignments and tasks may be added at the discretion of the Clinic Office Manager.

Specialty Tasks and Additional Responsibilities

Each Clinic Administrative Coordinator will be assigned one of the following group of specialty tasks routinely, but may also provide coverage in one of the other areas as requested. Additional specialty tasks or responsibilities may be added as the department needs change.

• Records Management: Facilitates record requests in consultation with the Executive Director and Compliance Director; scans and uploads documents into the EMR; ensures all ROIs meet HIPAA and Agency standards; and follows up with clients, staff, and external agencies to ensure timely record exchange.
• Data and Reporting: Tracks and provides updates to Clinic leadership team and clinic staff regarding provider billable service data and analysis of where we are regarding individual and agency targets; coordinates County and State OMH report submissions, including data collection, report generation, and preparation support; as needed to support psychiatric service provision at the clinic.
• Psychiatry Support: Manages psychiatric provider schedules, including rescheduling appointments to accommodate urgent needs; supports the medication refill request process by reviewing recent prescription and appointment history and forwarding information to the covering prescriber as needed; performs I-STOP reviews for all clients seen by psychiatric providers; assists with scheduling new psychiatric service requests; gathers relevant information prior to first appointments (e.g., external records, consent forms); and coordinates scheduling based on urgency in consultation with the Executive Director.

Requirements

Required Qualifications

• High school diploma or equivalent.
• Minimum of 1–2 years of administrative, reception, or office support experience in a fast-paced environment.
• Strong customer-service skills, including the ability to communicate clearly and professionally with clients, staff, and external partners.
• Proficiency with computers, including data entry, email, scheduling systems, and basic office software.
• Reliable, punctual, and able to work onsite during scheduled office hours.
• Ability to handle sensitive or emotionally charged situations with professionalism and composure.

Preferred Qualifications

• Associate’s degree or higher in business administration, human services, office management, or a related field.
• Familiarity with electronic health records (EHR), billing databases, scheduling systems, and/or Paylocity.
• Knowledge of HIPAA, OMH, and other regulatory standards relevant to clinical or behavioral health environments.
• Experience with records management, including release of information (ROI) processes.