Clinical Operations and Care Coordination Associate

About the position Responsibilities

• Work in an interdisciplinary model alongside pediatric psychiatrists, psychologists, other licensed mental health professionals, and operational staff to support students and families, helping them navigate treatment recommendations and clinical care.
• Gather relevant clinical background and referral information to create client charts in the electronic health records, ensuring accuracy in entering and documenting protected health information.
• Support families who need extra assistance, especially those facing language barriers or difficulty accessing virtual telehealth services, via phone, email, or during clinical visits.
• Ensure accuracy in entering and documenting protected health information and follow workflows and processes closely to avoid error and ensure efficiency.
• Complete documentation in the clinical record related to interaction with individuals served, families, and other service providers in an accurate and timely manner, and in accordance with professional ethics and with both federal and state regulations.
• Act as a liaison to all stakeholders, supporting customer service needs including scheduling, rescheduling, referrals, records management and requests, and questions related to TCHATT services.
• Work with care coordinators, supervisors, and clinicians to avoid scheduling conflicts and ensure accurate appointment information and patient data is managed appropriately.
• Coordinate with TCHATT professionals, schools, and families to minimize obstacles and enhance both patient and provider satisfaction.
• Facilitate effective student transitions to community organizations for long-term care, if needed.
• Complete appointment confirmation calls, ensuring patients attend their appointment, and support with rescheduling requests.
• Respond to stakeholder inquiries and requests in a timely manner via phone, text, email, virtual calls, and other program platforms.
• Oversee internal and external communication related to patients’ clinical services, discharge plans, and school collaboration among team members, patients, guardians, and school staff.
• Support team members in disseminating appropriate referral information.
• Document information in the electronic medical record.
• Collaborate with graduate assistants and/or interns to maintain a community resource database for external referrals, locating student referrals and problem-solving complex cases.
• Follow policies around documentation standards and timelines, processing internal and external requests, and identify solutions to issues or complications that may arise related to patient care.
• Develop and deliver TCHATT trainings for new hires and school staff.
• Additionally, perform other duties and special projects as assigned.

Requirements

• Bachelor’s degree in social work, psychology, education, or a related field.
• Three (3) years of professional experience working in a health care or educational (preferably K–12) setting.
• Excellent oral and written communication skills.
• Proficiency in electronic systems including, but not limited to, bolthires Suite, Trayt, Slack, bolthires, Calendly.
• Relevant education and experience may be substituted as appropriate. Nice-to-haves
• Master’s degree in social work, psychology, education, or a related field.
• Knowledge of managed care, medical terminology, patient referral processes, claims, CPT coding, and educational practices supporting mental health and social emotional learning.
• Experience working with pediatric behavioral and mental health patient populations in medical, mental health, educational, or related settings.
• Experience developing, refining, and evaluating patient care plans or student education plans.
• Able to prioritize, plan, communicate effectively with an interdisciplinary team, respond to multiple requests in a limited time frame, and handle multiple tasks/demands simultaneously.
• Demonstrated ability to be flexible and adaptable to change.
• Bilingual (English/Spanish) language proficiency. Apply tot his job

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