Clinic Coordinator

Clinic Coordinator

The Clinic Coordinator supports daily clinic operations by coordinating same-day scheduling updates, assisting clinical staff, maintaining documentation compliance, and ensuring an organized, safe, and efficient clinic environment. This role works closely with the Service Coordinator, Clinic Manager and Clinical Staff (BCBAs, Trainees, RBT/BTs) to support operational needs, facilitate staff communication, and provide real-time support to technicians and clients.

Scheduling & Operational Support

• Manage same-day scheduling updates and changes, including cancellations, late arrivals, and coverage adjustments across scheduling documents and Rethink (in-network and out-of-network services).
• Conduct daily scheduling audits to ensure accuracy and support the Service Coordinator and Clinic Manager with schedule consistency.
• Coordinate or become staff coverage for unexpected absences, late arrivals, or schedule gaps by reviewing technician availability and contacting staff or families as needed.

Staff & Family Communication

• Serve as a central point of communication for staff and families regarding attendance, scheduling updates, and clinic operations.
• Contact staff or families via phone, text, or email to obtain estimated arrival times when delays occur.
• Provide initial onboarding meet and greet with new RBT/BTs and updated clinic paperwork. 
• Respond to staff inquiries regarding general clinic procedures.

Team Coordination & Delegation

• Coordinate and delegate daily operational tasks to ensure clinic efficiency, including cleaning responsibilities, client meal preparation, and room resets.
• Facilitate team support for staff lunches and breaks, ensuring minimum break requirements are met while maintaining appropriate client coverage.
• Provide coverage or coordinate team assistance when staff step away for breaks or when coverage is temporarily needed or late arrivals.

Staff Support & Training

• Assist new technicians with clinic systems, including Rethink data tracking, program implementation, client routines, and AAC device navigation.
• Provide real-time guidance and answer staff questions to support effective service delivery and adherence to clinical procedures.

Client & Behavioral Support

• Provide additional support during episodes of new or escalated behaviors(s) by assisting staff in implementing Behavior Intervention Plans (BIPs) or supervisor guided interventions.
• Step in for temporary client coverage when needed to support safety and maintain therapeutic progress.
• Assist with facilitating structured group activities such as circle time, including preparation of materials and supporting client transitions.

Documentation & Compliance

• Review and audit session notes to ensure accuracy, objective documentation, and alignment with client sign-in/out records.
• Maintain accurate filing and data entry for clinic documentation, including certifications, sign-in sheets, incident reports, and required HIPAA documentation.
  Ensure all records are stored, filed, or shredded appropriately to maintain HIPAA compliance.

Clinic Operations & Inventory

• Conduct daily walkthroughs of the clinic to ensure spaces are clean, organized, and stocked with necessary supplies.
• Monitor inventory levels, identify missing or low-stock items, and order recurring supplies.
• Support ongoing organization and safety of clinic spaces by resetting rooms and ensuring materials are maintained throughout the day.

Administrative & Miscellaneous Support

• Prepare program materials, print resources, and assist with clinic setup needs.
• Support ordering of therapy materials and stimuli for clinic programming as requested.
• Assist with facility tasks such as safety planning, equipment maintenance, and general operational needs.
• Perform additional duties as assigned by BCBAs or Clinic leadership.