Clinical Systems Coordinator

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities.

OVERVIEW OF POSITION:

ESSENTIAL FUNCTIONS:

• Manages and “unlocking” and “unsinging” process for session notes in accordance with established documentation and compliance procedures.
• Analyzes billing and payroll discrepancies to determine corrective action and provide clear guidance to associates on required next steps.
• Reviews correction requests from BCBAs and BI/BTs to ensure edits align with documentation standards and compliance protocols prior to re-finalization; escalates exceptions per established guidelines.
• Oversees the full lifecycle of participant profiles within the system, including manual creation of new client records and secure archiving/removal of discharged participants to maintain an accurate active census.
• Manages the digitization and uploading of downtime Forms.
• When systems are offline or field staff lack connectivity, ensures paper-based session data is accurately uploaded and linked to the correct client record for billing and clinical tracking.
• Conducts periodic audits of the “Unsigned Notes” queue to ensure providers meet timely filing requirements and to prevent sessions from remaining in “draft” status.
• Interfacing with clinicians and other departments to enforce organization procedures that adhere to regulatory billing requirements and labor law mandates.
• Performs other duties as assigned.

EDUCATION:

• Bachelor's Degree in Health Informatics, Information Technology, Computer Science, medical billing, or a health-related field (e.g., Health administration) preferred.

EXPERIENCE:

• 1-2 years' experience working in a clinical setting.
• 1-2 years' experience working directly with EHR systems.
• Experience with system updates, module rollouts, or data migration, preferred.
• Experience in regulatory compliance, payroll administration, or revenue cycle management, preferred.

KNOWLEDGE, SKILLS, ABILITIES:

• Understanding how clinical data is structured, stored, and input.
• Ability to follow established documentation, privacy, and retention standards and apply them consistently when processing record changes and maintaining system data integrity.
• Critical thinking skills, including the ability to evaluate how workflow changes within the system may impact clinical care or associate workload.
• Ability to work collaboratively with cross‑functional teams to achieve shared goals.
• Proficiency in Microsoft Office Suite.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation, per ESSC and/or program requirements.
• Must pass all required drug testing by ESSC.

PHYSICAL REQUIREMENTS IN ACCORDANCE WITH ADA:

• Carrying/Lifting:

Occasional/ Up to 30 lbs.

• Standing:

Occasional / Up to 3 hours per day.

• Sitting:

Frequent / Up to 8 hours per day.

• Walking:

Occasional / Up to 3 hours per day.

• Travel:

None.

• Repetitive Motion/Activity:

Frequent keyboarding and writing.

• Visual Acuity:

Ability to view a computer monitor or handheld electronic device and read printed materials.

• Environmental Exposure:

Work is performed in a standard office environment.