Office Coordinator

About the Role

The School Based Health Center (SBHC) Office Coordinator supports the routine daily activities and functions of the SBHC, assisting Behavioral Health clinicians and Medical Providers in coordinating students’ medical and mental health care. This role involves scheduling student appointments, maintaining record-keeping systems, updating insurance and demographic information, and managing patient flow.

Responsibilities

• Coordinate daily activities and functions of the Integrated SBHC, including all Behavioral Health and Medical tasks.
• Organize and maintain record-keeping data collection systems, including patient registration forms, encounter forms, and provider’s notes.
• Schedule student appointments for medical, behavioral health, and psychopharmacology providers.
• Monitor and facilitate patient flow to ensure efficiency for patients and providers.
• Maintain order and discipline in the SBHC.
• Order and stock clinic supplies (office supplies are the responsibility of the Office Coordinator; medical and Behavioral Health supplies are managed by providers).
• Report pertinent patient observations to the appropriate provider.
• Maintain confidentiality in accordance with LCHC Confidentiality Policy.
• Attend relevant DPH and other required trainings.
• Perform word processing, data entry, and prepare reports for DPH, LCHC, and SBHC.
• Briefly discuss students’ chief complaints and relay information to providers; notify providers for urgent assessments.
• Assist with follow-up for missed appointments, lab tests, referrals, insurance updates, and appointment reminders.
• Interact with students to build trust in SBHC and LCHC services.
• Transport lab samples, mail, and supplies between SBHC and LCHC.
• Update and prepare SBHC forms and notices as needed.
• Assist students without insurance in enrolling through LCHC or school nurses.
• Provide language interpreter services if certified, with additional training offered for traumatic or stressful content.
• Cover for other SBHC Office Coordinators when necessary, including remote support and cross-training.
• Register patients using EPIC or other electronic management systems; update demographic and insurance information.
• Complete Behavioral Health referrals and communication.
• Assist patients with confidential care paperwork and process applications per LCHC policy.
• Attend mandatory monthly training meetings as requested.

Requirements

• History of satisfactory attendance and a positive work attitude.
• Experience with adolescents/children, particularly within the age group of the assigned school.
• Experience in a healthcare and/or mental health setting; familiarity with medical records and terminology preferred.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, PowerPoint).
• Knowledge of third-party billing and insurance reimbursement.
• Ability to work in a fast-paced, multitasking environment with flexibility.
• Strong communication skills with professionals, students, and parents.
• Excellent organizational and social skills.
• Ability to work independently, be self-motivated, detail-oriented, and assertive when necessary.
• Up-to-date immunizations and annual TB testing (required); Hepatitis B vaccine and annual flu immunization (strongly recommended).
• Acceptable results from Criminal Offender Record Investigation (CORI).
• Reliable transportation for transporting lab specimens, vaccinations, mail, and supplies.