Administrative Coordinator - Clinical Services

Job Title: Administrative Coordinator – Clinical Services

Department: Behavioral Health Clinic

Position Summary:

The Administrative Coordinator – Clinical Services is responsible for ensuring efficient and professional office operations at Gateway-Longview’s corporate headquarters. The primary focus will be providing support to the Behavioral Health Clinic, with additional administrative assistance to other program areas within the building as needed. This role requires strong organizational skills, proficiency in medical office procedures, and an ability to work collaboratively with clinical teams, community providers, and administrative staff.

Department

Gateway Longview’s Behavioral Health & Preventive Services programs supports children and youth ages birth-21 years struggling with behavioral, social, and emotional challenges.

Agency

Gateway Longview is an equal opportunity employer committed to championing the principles of anti-racism, justice, and equity. We welcome prospective employees from diverse cultures and backgrounds, for all positions, who will uphold our values and contribute to our mission. We aim to have a leadership and workforce that is reflective of the communities we work in partnership with.

Benefits

Gateway Longview takes pride in offering an amazing benefits package to take care of our most important asset- our employees! We offer medical, dental and vision plan insurance effective the first of the month following hire date, flexible spending accounts, wellness program, employee assistance program, a 403B retirement plan, & several more offers.
In addition to receiving up to 11 paid holidays, employees can earn up to 33 days of PTO each year, with the opportunity to start using PTO following hire date.

Compensation

$17.75 - $19.60 per hour

* Offers based on education and years of relevant experience

Professional Development Opportunities

Gateway Longview has a strong investment in developing the future leaders of the organization through trainings, advancement opportunities, and a formal leadership pipeline.

Position Specific Duties/Responsibilities:

• Collaborate with a team of clinicians and psychiatry providers to respond to record requests, complete and send letters, process discharges, and manage other documentation in the medical record, ensuring accuracy and timeliness.
• Assist with scheduling and rescheduling appointments, engaging clients who have missed appointments, and supporting clinicians with client outreach efforts.
• Maintain strict compliance with HIPAA regulations in all interactions and documentation.
• Coordinate and manage medication refill requests in collaboration with psychiatry staff.
• Manage daily operations of HealtheLink, including reviewing hospital presentations, pulling medical and lab documents, uploading files into the client chart, and scheduling appointments within established timeframes.
• Schedule interpretation services as needed to facilitate communication for clients with language barriers.
• Support the Director of Behavioral Health Services with special projects, including data analysis, reporting, or program enhancements.
• Provide excellent customer service by answering clinic and agency phones professionally and courteously.
• Follow all policies and procedures of the Behavioral Health Clinic, with particular attention to those governing client care and privacy.
• Efficiently scan and upload documents into the electronic medical record to ensure records are complete and up to date.
• Assist various program areas with case file management, orientation of new hires, scanning and copying of documents, data entry, and distribution of program satisfaction surveys.
• Serve as backup for Front Desk Reception and Intake Coordinator during periods of planned or unplanned absence.
• Referral processing for the Children and Family Treatment and Support Services (CFTSS) program.
• Collaborate with the Corporate Integrity Department to ensure compliance with HIPAA regulations in record requests and other office practices.
• Provide coverage at either the Williamsville or Symphony Circle clinic locations when needed for vacation or other absences.
• Perform other duties as assigned by supervisory staff.

Knowledge, Skills, and Abilities:

• Strong communication and interpersonal skills, with sensitivity to the needs of diverse populations.
• Ability to multitask and prioritize in a fast-paced environment, demonstrating strong attention to detail and the ability to meet deadlines.
• Ability to work independently while maintaining collaborative relationships with clinical and administrative teams.
• Proficient in electronic medical records (EHR) systems and familiarity with navigating HealtheLink. Prior experience with EHR systems is preferred.
• In-depth knowledge of HIPAA regulations and their application in a clinical setting, preferred.
• Proficiency in Microsoft Word, Excel, and Google Workspace, with the ability to generate reports and track data.
• Strong problem-solving and decision-making skills, with the ability to adapt to changing priorities and manage multiple tasks simultaneously.
• High level of discretion and professionalism when dealing with confidential information.
• Ability to work effectively with clients, staff, families, and community providers, ensuring all communications are respectful and service-oriented.

Qualifications:

• High school diploma required
• Minimum of 2 years of professional office administration experience, with at least 1 year in a medical or clinic setting.
• Prior experience with EHR systems is highly preferred.

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleagues develop these preferred skills. We strongly encourage those who are passionate about fostering a diverse, inclusive and equitable human service organization to apply.