Clinic Operations & Billing Coordinator II

UNKNOWN; United States; On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Personal Up to 22 days of vacation, 10

Holidays and sick time

Transit U-Pass

Tuition benefits

Job summary

Washington University in St.Louis is seeking an on-site Administrative Coordinator to support daily clinic operations for the Psychological Service Center. You will manage billing, EMR processes, and reception activities, reporting to the PSC Director and coordinating with students and staff to ensure smooth, compliant operations.

The role requires strong administrative skills, familiarity with HIPAA, and the ability to train and supervise junior staff.

Qualifications

• High school diploma or equivalent.
• 3 years relevant work experience.
• Computer literacy and proficiency with MS Office suite.
• Experience with clinic operations or administrative healthcare settings preferred.

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.
• 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 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.

Skills

Computer literacy

Financial applications

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Equipment

Payroll Systems

Supervision

Workday Software

Education

High school diploma or equivalent

Job description

Washington University in St.Louis is seeking an on-site Administrative Coordinator to support daily clinic operations for the Psychological Service Center. You will manage billing, EMR processes, and reception activities, reporting to the PSC Director and coordinating with students and staff to ensure smooth, compliant operations.

The role requires strong administrative skills, familiarity with HIPAA, and the ability to train and supervise junior staff.