Clinical Coordinator

Description

POSITION SUMMARY: The Clinical Coordinator will play a critical role in supporting Clinical Team members within the BHA Community Living Division. This position is responsible for a variety of administrative tasks aimed at ensuring smooth operations and efficient management of clinical activities. The Clinical Coordinator will manage authorizations, track productivity, order supplies, input data, audit client files, and coordinate client activities. The ideal candidate is organized, detail-oriented, and has strong communication skills.

KEY RESPONSIBILITIES: (Other duties and projects will be assigned as necessary.) 

Administrative Support

• Manage authorizations and track the status to ensure services are approved promptly.
• Manage the authorization tracking platform, ensuring all new authorizations are input and authorizations and codes are always up to date and maintained. 
• Report to the assigned clinical team to ensure authorizations are requested promptly and service does not lapse. 
• Track clinical teams' productivity and ensure compliance with organizational standards, sending reports to appropriate parties.
• Manage clinical caseloads and determine when changes must be made based on hours.
• Input and maintain accurate data in the electronic platform used for client management.
• Audit client files regularly to ensure all necessary documentation is complete and up to date.
• Order and track orders for client reinforcers and materials in alignment with the divisional budget. 
• Review mileage and expense reports submitted by staff for accuracy and compliance with company policies.
• Manage CAQH of all clinicians, assisting the Clinical Director with obtaining attestations, updating new certificates of liability, uploading new licenses, etc.
• Manage the electronic data collection platform to enter new clients. Responsible for setting up profiles, adding new team members, auditing, ensuring all BSP goals are tracked, etc.

Communication and Coordination

• Contact Support Coordinators and other treatment team members to request any missing items or documentation for client files.
• Lead the activity chair, coordinating all client activities, including engagement and enrichment programs.
• Participate in job fairs to assist in recruiting clinical team members.

Activity & Resource Management

• Develop and maintain a schedule of client activities, ensuring that all necessary logistics are arranged.
• Assign and schedule clinicians to teach client activities and classes.
• Ensure materials, supplies, and spaces are available and prepared for all scheduled activities.
• Order necessary supplies and items to support client activities and clinical operations. 

Other Duties

• Perform other duties and special projects to support various organizational initiatives as assigned.
• Communicate if a certification or licensure status modification would impact their qualifications as a BCBA/LBA. 

FUNCTIONAL AREAS AND COMPETENCIES

CORE COMPETENCIES

1. Integrity and Professionalism: Operates with professionalism and integrity in all aspects of role, including interactions with coworkers, clients, and external contacts. Communicates in an open, honest, respectful, and consistent way. Demonstrates humility, sharing recognition and fault equally. Treats all employees as equal contributors.
2. Collaboration and Teamwork: Works cooperatively to achieve common goals by establishing and maintaining productive working relationships, sharing knowledge, and building consensus. Shows willingness to understand, respect, and support alternative perspectives, opinions, and ideas. Willing contributes to other teams a Subject Matter Experts, shares knowledge with others. Recognizes contributions of others and gives credit when credit is due.
3. Client/Customer Focus: Establishes and nurtures strong, sustainable, and collaborative relationships with clients; both internal and external. Actively seeks to understand and exceed internal/external client’s needs. Seeks and uses input and feedback to strengthen internal/external customer relationships and to improve outcomes. Engages the internal/external customer as a partner in delivering service.
4. Innovation and Initiative: Voluntarily looks for better ways to get things done and/or generate new ideas; acts on own without waiting for direction. Shows interest in learning new skills and performing new tasks. Sees beyond the “tried and true”; avoids staying a comfort zone. Identifies ways to incorporate new practices into existing framework.
5. Adaptability: Responds positively to changing circumstances by altering behavior to better fit different situations. Willing makes appropriate changes in work methods/processes. Overcomes