Clinic Coordinator

Position Summary: The Clinic Coordinator provides administrative, compliance, data tracking, and front desk/direct client and caregiver support to ensure efficient clinic operations and high-quality service delivery across all programs. This role serves as a primary point of contact for clients, referral sources, and community partners, supporting intake coordination, scheduling, documentation standards, and data management. Clinic Coordinators rotate coverage of front desk operations and assist with program activities, meetings, and reporting requirements to maintain compliance and operational excellence. This position champions Aldea’s core values of Care, Collaboration, Safety, and Adaptability in all aspects of work—whether engaging with colleagues, maintaining the physical environment, or supporting clients—and ensures the accuracy and completeness of all administrative functions as a means of honoring clients and upholding the integrity and credibility of the organization.

Lead Clinic Coordinator Designation: Clinic Coordinators who demonstrate advanced proficiency and leadership in the role may be considered for designation as a Lead Clinic Coordinator. This designation is determined by Senior Leadership based on organizational needs and individual performance. Lead Clinic Coordinators provide role modeling and mentorship to peers by guiding best practices in essential program activities, including conducting phone screens, preparing for and facilitating team meetings, and organizing workflows. They support consistency and quality by mentoring other Clinic Coordinators on systems for tracking and reporting, such as timeliness of referral response, scheduling assessments, and ensuring accurate communication and feedback to clients. This designation includes a compensation differential and represents a competitive opportunity for professional growth within the organization.

Duties and Responsibilities:

Essential Duties:
 

Client and Front Desk Support
1. Greet and assist clients, visitors, and community partners; provide courteous and professional service.
2. Answer and route phone calls; place calls to clients, families, and referral sources.
3. Coordinate intake appointments, confirm attendance, and assist clients with completing required forms.
4. Support service providers with scheduling, reminder calls, and coordination of follow-up appointments.
 

Referral and Intake Coordination
5. Receive, log, and track all incoming referrals; communicate with referral sources and internal teams regarding status and eligibility.
6. Complete structured phone screens and related documentation.
7. Open and process new clients or resource parents, including EHR assignment and setup in other applications.
8. Maintain centralized scheduling for assessments, sessions/meetings, and trainings; prepare rooms and materials as needed.
 

Compliance, Data, Reporting, and Documentation
9. Audit and maintain program charts and records to meet regulatory and quality standards.
10.Review intake paperwork for accuracy and completeness; upload charts and requireddocuments.
11.Prepare billing requests, statistical reports, and other compliance-relateddocumentation. Process Notices of Change (NOCs), physical attestations, Title IV-Edocumentation, and SIRs in accordance with department workflows.
12.Track compliance using designated tools and maintain accurate logs.
13.Handle record requests and ensure confidentiality in accordance with HIPAA andagency policies.
14.Enter/update data in EHR, Excel trackers/logs, and county/state databases, and assistin data collection (via interview, administering questionnaires via tablet/print, etc.).Collect, prepare, and submit data/reports for internal and external requirements.
15.Upload UA/medical documentation and vitals into client records.
16.Process all packets and ensure timely filing for audits and reporting needs.
 

Administrative and Operational Support
17.Perform general office tasks: scanning, filing, mail distribution, supply inventory, andpetty cash coordination.
18.Support meeting coordination, including agendas, minutes, and timekeeping forinterdisciplinary team meetings.
19.Conduct routine building walkthroughs to ensure safety and compliance standards;maintain professional appearance of office.
20.Participate in emergency drills and maintain PPE and safety supplies.
 

Other Duties
21.Actively participate in staff meetings and required trainings.
22.Perform special projects and other related tasks as assigned.

Reporting Relationship:
Clinic Supervisor/Compliance Supervisor; Clinic or PQI Director, or designee.

Subordinate Staff:
None.