Program Office Coordinator (FROG Care Clinics)

The Chronicle Of Higher Education, Inc.; Fort Worth (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Texas Christian University in Fort Worth, TX seeks an Office Coordinator for the FROG Care Clinics Program to provide administrative and operational support, ensuring compliant and organized day-to-day operations, front-end systems, referral coordination, and regulatory compliance including HIPAA.

The role collaborates with partners, supports training, tracks data, assists with billing processes where applicable, and helps with audits and reporting; requires a Bachelor’s degree and 3 years

Qualifications

• Bachelor's degree or equivalent experience required.
• 3 years’ experience in a health care setting including supervision of office staff and HIPAA knowledge required.
• Experience with Electronic Health Record (EHR) or scheduling systems preferred.

Responsibilities

• Manage day-to-day clinic front desk operations.
• Recruit, supervise, and evaluate administrative staff.
• Train office staff on protocols and quality standards.
• Coordinate clinician schedules and room usage.
• Ensure PHI handling and HIPAA compliance.
• Maintain data systems and prepare reports.
• Support onboarding for trainees and staff.
• Assist with billing and insurance verification.

Skills

HIPAA knowledge

Confidentiality practices

Microsoft Office

Microsoft Windows

Customer service

Data reporting

Communication skills

Team collaboration

Education

Bachelor's degree or equivalent experience

Tools

Electronic Health Record (EHR)

Scheduling systems

Job description

Job Summary:

The FROG Care Clinics Program Office Coordinator providesadministrative and operational support to ensure efficient,compliant, and organized functioning of the clinic’s day-to-dayoperations. This role supports front-end systems, referralcoordination, administrative relationships between partners,training infrastructure, and regulatory compliance, includingHIPAA.

Duties & Essential Job Functions:

1. Manages day-to-day operations of the clinic front desk ensuringproper handling of tasks such as scheduling, client intake,communication, and assisting clients and staff with non-medicalissues.
2. Manages additional administrative staff across clinics byrecruiting, selecting, and appraising performance of employees;ensuring a safe and secure work environment; developing personalgrowth opportunities. Ensures coordination of efforts, propercommunication, and consistent service levels of administrativestaff across all clinics.
3. Promotes quality patient service by advising and training officestaff on changes in protocols; developing and implementing qualitystandards; maintaining a collaborative patient services workenvironment.
4. Provides logistical support by coordinating clinician schedules,appointments, and room usage
5. Oversees completion of client registration, consent forms, andother required documentation. Ensures documents are properly filledout, filed, secured, and accessible as needed.
6. Maintains secure handling of protected health information (PHI)and ensures HIPAA compliance across all administrative and datasystems.
7. Documents information by implementing and maintaining datasystems and patient reports in compliance with internal policy andother governing regulations. Assists with audits, compliancedocumentation, and reporting preparation.
8. Supports onboarding processes for trainees, staff, andsupervisors
9. Tracks and maintains various data including but not limited toclinical hours, supervision logs, and training documentation
10. Assists with billing processes and insurance verification whenapplicable
11. Assists with various data collection efforts for programevaluation and outcome reporting
12. Performs other related duties as assigned.

Required Education & Experience:

• Bachelors’ degree or equivalent experience required.
• 3 years’ experience in a health care setting includingsupervision of office staff and Knowledge of HIPAA andconfidentiality standards required

Preferred Education & Experience:

• Experience with Electronic Health Record or schedulingsystems

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of HIPAA and confidentiality standards required
• Knowledge of communication and interpersonal techniques.
• Knowledge of basic accounting processes.
• Knowledge of specific job-related programs.
• Knowledge of customer service techniques.
• Knowledge of medical/legal standards pertaining to health carefacilities operations.
• Skill in some or all components of Microsoft Office.
• Skill in the navigation of Microsoft Windows.
• Strong organizational and communication skills
• Ability to work in a team environment.
• Ability to develop and maintain productive collaborativerelations.
• Ability to develop and implement training programs.
• Ability to manage multiple administrative taskssimultaneously.

TCU Core Competencies:

University Core Competencies definitions may be found on the HumanResources website and in the staff performance managementsystem.

Physical Requirements (With or WithoutAccommodations):

• Visual acuity to read information from computer screens, formsand other printed materials and information.
• Able to speak (enunciate) clearly in conversation and generalcommunication.
• Hearing ability for verbal communication/conversation/responsesvia telephone, telephone systems, and face-to-faceinteractions.
• Manual dexterity for typing, writing, standing and reaching,flexibility, body movement for bending, crouching, walking,kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changesand/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for thisjob.
• The noise level in this work environment is usuallymoderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community,and Excellence in the workplace. TCU treats applicants andemployees with fairness and respect. TCU hires and promotesindividuals based on their qualifications and their commitment tomaking a positive impact on our student-centered community. TCU isan equal opportunity employer and follows all applicable employmentlaws. TCU fairly considers all qualified individuals, ensuring weare a workplace free from unlawful discrimination andharassment.