School-Based Services Coordinator

Waco Family Medicine; Waco (TX); On-site; USD 25,000 - 36,000; Full time

Job summary

Waco Family Medicine is seeking a School-Based Services Coordinator to support daily administrative functions for school-based programs and the vision clinic at the S.18th site. You will coordinate scheduling, patient registrations, and Medicaid verification while collaborating with clinical staff and school personnel.

Responsibilities include managing eyeglass orders, ensuring HIPAA compliance, and maintaining accurate EPIC records across multiple campuses, with travel as needed.

Qualifications

• High school diploma or equivalent required, associate degree preferred.
• Healthcare experience preferred.
• At least one year of customer service or administrative experience.
• Experience with scheduling, insurance verification, or EPIC preferred.
• Bilingual English/Spanish preferred but not required.
• Ability to maintain confidentiality and HIPAA guidelines.

Responsibilities

• Serve as the primary administrative support for the school-based vision clinic at the S.18th site.
• Assist with vision clinic day operations, schedules, and patient flow.
• Process and track eyeglass orders and coordinate delivery to campuses.
• Communicate with school staff and families regarding status and timelines.
• Register students for school-based programs and verify Medicaid eligibility.
• Schedule appointments and maintain provider templates; coordinate across multiple sites.
• Ensure documentation is entered into EPIC and upload records timely.
• Monitor registrations, paperwork, and scheduling gaps to ensure timely service.
• Support check-in/check-out processes and maintain data integrity.

Skills

Communication skills

Customer service

Multitasking

Independent work

Team support

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Excel

Word / PowerPoint

EPIC (electronic health records)

Job description

DUTIES/RESPONSIBILITIES:Serve as the primary administrative support for the school-based vision clinic located at S.18th clinic siteAssist with vision clinic day operations, including preparing schedules, coordinating patient flow, and supporting clinic staff as neededProcess and track eyeglass orders, including coordinating delivery and distribution to school campuses.Communicate with school staff and families regarding eyeglass status and delivery timelinesAssist with creation, maintenance, and optimization of vision clinic schedules and provider templatesCoordinate and complete student patient registration for school-based programsVerify Medicaid eligibility and assist with updating or changing Medicaid dental home assignments as neededSchedule student appointments and manage provider templatesAssist with coordination of behavioral health, dental, vision, and medical clinic schedules across multiple school sitesEnsure all WFM required documentation and consent forms are completed, collected, and accurately entered into EPICScan and upload patient documentation into the electronic health record in a timely mannerCommunicate with school staff, parents/guardians, and clinic teams regarding appointments, missing documentation, and follow-up needsMonitor and track pending registrations, incomplete paperwork, and scheduling gaps to ensure timely service deliveryMonitor Alchemer registrations and increase utilization of MyChartAssist with patient check-in and check-out processes when neededMaintain accurate patient records and ensure data integrity within EPICAbility to multitask and work in a fast-paced environmentAbility to travel to school sites or clinics as needed to support operationsAbility to operate office equipment (fax, printer, scanner)Agree to follow WFM policies and procedures as outlines in the employee handbookOTHER DUTIES:Other duties as assigned by supervisorPHYSICAL AND MENTAL REQUIREMENTS:Valid Driver’s LicenseVisual and auditory accuracyShift length – 8 hoursIndoor settingFrequent use of computerLong periods of sittingFrequent use of telephoneContinuous repetitive grasping and manipulation of both handsContinuous conversational communicationOccasional reaching, walking, squatting, bending, kneeling, twisting, and climbingOccasionally carrying, lifting, pushing, and pulling up to 25lbsRegular use of personal transportationAbility to understand and carry out oral and written instructionsAbility to read and interpret detailed specificationsAbility to adjust work hours, including occasional evening or weekend shiftsSchool-Based Services CoordinatorREPORTS TO: Director of School-Based ServicesPOSITION TYPE: Non-ExemptJOB SUMMARY:The School-Based Services Coordinator is responsible for supporting the daily administrative functions of school-based programs within Waco Family Medicine. This role focuses on patient registration, scheduling coordination, Medicaid eligibility verification, workflow support to ensure efficient clinic operations across school-based behavioral health, dental, vision, and medical services.The School-Based Services Coordinator works closely with clinical staff and school personnel to improve access to care, reduce barriers for students and families, and ensure timely and accurate processing of patient information. This position also provides direct administrative and operational support to the school-based vision clinic located at the S.18th clinic site.EDUCATION & EXPERIENCE:High school diploma or equivalent required, associate degree preferredHealthcare experience preferredAt least one year of customer service or administrative experience requiredExperience with scheduling, insurance verification, or electronic health records (EPIC preferred) highly desirableSKILLS:Excellent written and verbal communication and customer service skills utilizing (AIDET) communication modelExperience using Microsoft Office (Excel, Word, PowerPoint)Bilingual in English/Spanish preferred but not requiredStrong attention to detail and ability to manage multiple tasksAbility to work independently while supporting a team-based environmentKnowledge of Medicaid eligibility and insurance processes preferredAbility to maintain confidentiality and follow HIPAA guidelines