Clinical Coordinator, Emerson Wellness Center

Clinical Coordinator, Emerson Wellness Center
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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.

ESSENTIAL JOB DUTIES

CLINICAL SUPPORT (Counseling Services and Health 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. 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.
• 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.
• Review student health record for compliance with College and Commonwealth pre-matriculation 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.
• 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.

QUALIFICATIONS - Qualifications are deemed required or preferred and represent what is needed to effectively perform job.

• Bachelor's Degree
• 3-5 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.
• Experience with Medicat EMR software

KNOWLEDGE, SKILLS, AND ABILITIES - May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.

• Prior experience in a college 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.

PHYSICAL ABILITIES - Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• 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
• Requires the constant coordination of mental and visual attention
• Requires the ability to stand and/or sit for long periods of time
• Required to move/lift objects that are light
• Required to move/life objects occasionally

WORK ENVIRONMENT - Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• Usual Office Conditions

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.

To apply, please visit: https://emerson.wd5.myworkdayjobs.com/en-US/Emerson_College_Staff/job/Boston-Campus/Clinical-Coordinator--Emerson-Wellness-Center_JR005063

About Us
Emerson College is the nation’s only four-year institution dedicated exclusively to majors in communication and the arts in a liberal arts context. Its main campus is located in the center of the dynamic multicultural city of Boston, in close proximity to major publishing houses, arts institutions, and research centers. The college also has campuses in Los Angeles and the Netherlands. Emerson College enrolls over 4,300 graduate and undergraduate students from more than 70 countries and all 50 states.

Diversity Statement
Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society. Emerson College does not discriminate on the basis of sex/gender in its educational programs or activities. Emerson has designated the Associate Vice President, Title IX, and Clery Coordinator to respond to inquiries regarding the College Sexual Misconduct Policy. The Title IX Coordinator may be reached at 8 Park Plaza, Transportation Bldg, Room 230 Boston, MA 02116; Telephone: 617-824-8999; email: titleix@emerson.edu

Annual Clery Report
In accordance with the federal Clery and Campus SaVE Acts, Emerson College commits to providing all current and prospective students and employees with access to the annual campus security reports for each of our campuses. This report may be accessed from the Emerson College Police Department website.

Grade Ranges
Information on Emerson College staff grade range jeid-43854ccd00b28a4bb5ded00f4dc8e1f2