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The Clinical Coordinator provides support for the Emerson Wellness Center’s staff by assisting with the daily operational and functional activities necessary to sustain the Center. Responsibilities include, but are not limited to, the following: client and clinician scheduling, management of incoming phone calls and emails, management of the Center’s electronic medical record (EMR), the ability to train new hires on the EMR and other office systems, working knowledge of college sponsored insurance, ability to troubleshoot insurance issues with students and parents, oversight for Center supply orders and office equipment. The Clinical Coordinator is the initial point of contact for students, parents and other members of the Emerson College community, so it is imperative they project a professional, caring and welcoming environment.

Responsibilities

CLINICAL SUPPORT (COUNSELING SERVICES)

• Serve as the initial point of contact for students, parents, staff, and other members of the Emerson College community.

• In some cases, determine the appropriate level of service needed for students, requiring a high level of judgment and sensitivity.

• Coordinate response in emergency situations, including contacting Campus police, ambulance services and/or receiving hospital.

• Manage incoming phone calls, emails, and walk-in requests for appropriate appointment or clinical referral.

• Help manage referrals to telehealth partner.

• Direct students to self-care resources, including brochures, pamphlets, books, and Center website.

• Provide information about accessing counseling services to students, parents, and college staff.

• Maintain confidentiality and privacy policies and explain protocols to students, parents, guardians and staff.

• Ensure confidentiality of all office records and activity at the Emerson Wellness Center.

CLINICAL SUPPORT (HEALTH SERVICES)

• Initiate 911 response, notify and assist clinician in performance of emergency first aid/CPR in medically determined emergency situations as defined by Center policy and procedure and consistent with certification

• Provide clinical instructions to students for preparation of exam or laboratory testing

• Maintain CPR First Aid certification

• Review student health record for compliance with College and Commonwealth prematriculation immunization/health form requirements, document information received, notify student of requirements

• Complete MDPH immunization report sheets following Immunization Clinics

OFFICE MANAGEMENT

• Manage reception area, check-in procedures, and multiple paperwork processes including:

  • Student/alumni requests for medical records

  • Staff requests for faxes, student referrals, and medical records

  • Fax documents or electronic transmissions to appropriate clinician in a timely manner

  • Prepare and obtain medical records for all visits, messages, lab and referral reports

• Manage clinical schedule and notify students and clinicians about conflicts, delays or reschedules.

• Assist staff and students in booking appointments in person, over the phone and online.

• Verify student eligibility and insurance status.

• Confirm appointments one business day prior to appointment.

• Review and relay all phone messages, emails, faxes and electronic transmissions into record or to clinician in a timely manner.

• Scan paper documents into client records.

• Order and maintain office materials, forms and supplies.

• Process consultant payroll, expense forms, and purchase requisitions.

ADMINISTRATIVE

• Learn and develop fluency with the Center's electronic medical record (EMR).

• Train new hires on the EMR as part of their onboarding.

• Train & delegate assignments to student workers

• Monitor Health Holds and update student status for Holds or Waivers when documentation is reviewed

• Data entry: immunizations, hold status, demographic data, and allergies from Health Forms

• Establish working relationships with internal support departments and off-campus clinical providers.

• Closely collaborate with various team members from the Counseling, Health, and Wellness departments.

• Prepare monthly reports and budget documents.

• Lead special projects as directed.

• Help to modify processes and procedures to increase efficiency within the Center.

• Compile semester and year-end reports of all client data reported by clinicians.

• Participate in staff meetings and departmental/ divisional retreats.

• Prepare and send written correspondence.

• Provide technical assistance and coordination with the IT department.

• Help maintain and update Emerson Wellness Center website.

• Manage other administrative responsibilities for the department as needed, including copying, filing, ordering supplies, handling mail etc.

• Other duties as assigned.

YOUR SKILLS AND EXPERIENCES

• A bachelor’s degree or equivalent experience is preferred.

• 2 years experience in an outpatient office setting, Emergency Department or clinician’s office or experience as administrative support for an office providing services to students in a higher education setting.

• Strong customer service skills

• Strong computer skills

• Excellent written and verbal communications skills

• Excellent attendance record

• Strong organizational skills, attention to detail and ability to multi-task and prioritize activities

• Knowledge of standards, rules, and procedures within a mental health setting

• Must have excellent interpersonal skills and work well in a team.

• Proficient with Microsoft office, Word and Excel, Google Suite, and quick to learn new software.

• Ability to maintain confidentiality.

• Ability to interact with people from a broad range of backgrounds and life experiences.

• Experience with a culturally diverse population and adaptability to cultural differences.

• Problem solving techniques and the ability to solve problems that are non-routine.

• Offer solutions that improve on procedures.

• Interpret information to deliver messages.

• Ability to explain information the audience may not have knowledge about.

NICE TO HAVE

• CPR & First Aid certification

• Experience with Medicat EMR software

• 3-5 years experience in an outpatient mental health office setting, ER or clinician’s office.

• Prior experience in a college setting.

WORK ENVIRONMENT

• Usual Office Conditions

• Documentation of immunizations/immunity to: Hepatitis B, Measles, Mumps & Rubella, COVID-19

• Ability to tolerate close contact with ill, injured or distraught students

• Intellectual and mental concentration and the need to concentrate, intellectually, for extended periods of time - Yes

• Requires the constant coordination of mental and visual attention – Yes

• Requires the ability to stand and/or sit for long periods of time - Yes

• Required to move/lift objects that are – Light

• Required to move/life objects – Occasionally

COMPENSATION

Starting salary for this position will be between $19.54 - $22.96 hourly commensurate with experience.

An essential function of this position includes an in-person presence on the Boston Campus during the work week.

Grade of Position: 23-04NE

Scheduled Weekly Hours: 36.25

In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.

Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits such as life and disability coverage as well as commuter offerings are available.

Please refer to our benefits website for a full list of benefits and eligibility requirements.