Operations & Administrative Coordinator, Psychology Clinic

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

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.