Psychology Clinic Office Coordinator | College of Arts & Sciences, Psychology (Pullman, WA)

About the role

The Psychology Clinic Office Coordinator position is available for either a Program Specialist 2 or Program Specialist 3, depending on the finalist's experience and duties.

Responsibilities

• Assist in the development, implementation, and maintenance of policies and procedures to ensure privacy, confidentiality, and regulatory compliance, including HIPAA requirements.
• Facilitate HIPAA training and guidance to clinic staff and support ongoing compliance initiatives.
• Act as the primary liaison for clinic contracts and partnerships with internal and external agencies.
• Function as the honest broker for the IRB-approved Clinic Archival Research Database, ensuring adherence to research protocols and confidentiality standards.
• Field incoming phone calls, schedule appointments, greet clients, and provide information regarding clinic services and procedures.
• Maintain the clinic website, manage till cash and office supplies purchasing, and work with facilities and IT services when needed.
• Counsel clients regarding financial responsibilities, billing practices, and manage the online payment system (Touchnet).
• Process client billing transactions and maintain accurate financial records.
• Maintain client files for completeness and compliance with clinic policies, HIPAA regulations, and requirements.
• Conduct monthly and annual audits of client accounts to ensure billing accuracy and account reconciliation.
• Run annual reports for Security Risk Assessment, Accounts Receivable reports, PCI assessments, Service Center applications, and cost review.
• Facilitate student and staff onboarding, training, and system access.

Requirements

• Program Specialist 2: Bachelor’s degree or equivalent education/experience.
• Program Specialist 3: Bachelor’s degree and two years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government OR equivalent education/experience.

Qualifications

• Experience providing customer service in a medical/counseling/clinical psychology clinic setting, or equivalent experience.
• Experience with invoice billing and accounts receivable.
• Experience with confidential records.
• WSU Ethics Training (to be completed within 3 weeks of hire).
• WSU CITI Training (to be completed within 3 weeks of hire).
• WSU HIPAA Training (to be completed within 3 weeks of hire).

Skills

• Experience and working knowledge with the Health Insurance Portability and Accountability Act (HIPAA).
• Experience with Titanium Electronic Billing System.
• Experience with understanding contracts.
• Experience working with or training graduate students/psychology interns.
• Experience in a University setting.

Benefits

WSU offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation, optional supplemental retirement accounts; training and development; and employee tuition waiver.

Pay

• Program Specialist 2: $3,827.00 to $5,111.00 | Range 42
• Program Specialist 3: $4,980.00 to $6,708.00 | Range 53

Schedule

This is a full time (100% FTE), permanent position. This position is overtime eligible. This is an on-site/in-person position located on the WSU Pullman, WA campus.

About the Psychology Clinic

Learn more about the Psychology Clinic.

About Department

Learn more about the Psychology Department.

About College of Arts & Sciences

Learn more about the College of Arts & Sciences.

Location

Pullman, WA

Application Instructions

Applicants must upload the following required documents to their online application: Resume, Cover Letter (stating your qualifications for the position).

About the Psychology Clinic

Learn more about the Psychology Clinic.

About Department

Learn more about the Psychology Department.

About College of Arts & Sciences

Learn more about the College of Arts & Sciences.

Notice of Non-Discrimination

Washington State University does not discriminate or permit discrimination by any member of its community against any individual on the basis of sex, race, color, national or ethnic origin, physical disability, mental disability, sensory disability, use of a trained service animal, age, religion, creed, genetic information, marital status, sexual orientation, gender identity, protected veteran status, honorably discharged veteran, member of the military, or immigration or citizenship status except as authorized by federal or state law, regulation, or government contract. Inquiries about the application of federal and state laws and regulations (including inquiries regarding the application of Title IX, ADA/Section 504, and implementing regulations), as well as reports and complaints of discrimination and harassment, can be made verbally or in writing to WSU’s Compliance and Civil Rights, the Department of Education’s Office of Civil Rights, or both. More information, resources, and contact information are available here: https://ccr.wsu.edu/notice-of-nondiscrimination/.