Clinical Services Coordinator

Have you considered working for a financially stable, independent nonprofit? Are you looking to be part of a mission-driven team where your work has a real, visible impact? At PROVAIL, we’re proud to provide high quality services that make a meaningful difference in the lives of our clients. If you’re ready to do work that matters, we’d love for you to check us out. 

PROVAIL has an exciting opportunity for a Clinical Services Coordinator to join our team! In this role, you will be one of two clinical services coordinators responsible for performing intake, scheduling, customer service, and clinical administrative duties in support of our outpatient and contract-based programs. As a member of our Mobility and Communication (M&C) team, you’ll help support our outpatient speech, occupational, and assistive technology services, as well as our school district and other mission-based programs. Our goal is to provide individualized communication systems and mobility solutions to our clients to help them fulfill their life choices.

This is a full-time (40 hours per week) in-person position based in our North Seattle Headquarters Office,

About Us

PROVAIL was founded in 1942 by parents of children with cerebral palsy. They created some of the first community services for individuals with cerebral palsy and other severe disabilities in the area. Our mission is to support people with disabilities to fulfill their life choices. We help people decide how they want to live their lives in the community and then provide the support services they need to act on those choices. We are one of the state’s largest private, multi-service agencies dedicated to meeting the needs of children and adults with all types of disabilities.

What We Offer:

• Competitive pay, $23.84 – $ $27.32 per hour DOE
• Comprehensive medical, dental, and vision insurance with highly subsidized employer contribution for the employee; dependent coverage available
• Employer-funded Health Reimbursement Account (HRA) when enrolled in a medical plan
• Flexible Spending Accounts (FSA) – Health Care and Dependent Care
• Employee Assistance Program (EAP)
• 104 hours paid vacation plus incremental increases based on years of service
• Twelve paid personal holidays
• 403(b) retirement plan
• Referral bonus program
• Mileage reimbursement
• Paid training and professional development opportunities

What You’ll Do:

• Perform the intake process for new applicants and returning clients for all M&C programs, including:
  • Applicant, intake, and waitlist management
  • Insurance verification, loading clients into the Medical Practice Management System (EMR), obtaining prescriptions or referrals for service
  • Coordinating with clinicians and the director to prioritize highest need clients and appropriate clinician and services for that client
  • Contacting the client, caregivers, or guardian to schedule the evaluation and interpreter, if needed.
• Perform daily ongoing scheduling of clients for multiple clinical programs:
  • Block booking, rescheduling, cancellations, late/no-shows, and schedule adjustments as needed
  • Tracking which clients need interpreters and scheduling interpretation in a timely manner
• Answers incoming calls, assesses callers' needs, and follows through appropriately
• Support front desk operations with exceptional customer service
• Able to multitask phone calls and client arrivals and departures simultaneously
• Ability to prioritize work and handle a variety of tasks with frequent interruptions.
• Assist in maintaining the cleanliness and order of the clinic office, treatment spaces, and linens
• Performs daily work in the medical practice management system, maintaining accurate records, data entry, client file management, and medical documents in compliance with applicable laws and regulations
• Assists with reports and administrative compliance
• Identify and assist in developing quality improvement processes and standard operating procedures
• Participate actively as a full member of the M&C team
• Other duties as assigned

What You’ll Bring:

• High school diploma or equivalent; some college or additional experience preferred
• Experience in the healthcare field or related administrative work
• Basic experience with electronic medical practice management systems (EMR) and client scheduling.
• Basic experience with a variety of computer programs, including Microsoft or Google documents and spreadsheets.
• Strong ability to maintain client confidentiality, including PHI and HIPAA compliance
• Respect and patience when communicating with clients who have complex speech difficulties
• Keen ability to organize, track, and maintain data in an outpatient healthcare setting
• Strong time management and prioritization skills
• Excellent communication skills—verbal and written
• Demonstrated commitment to customer service, teamwork, and professionalism
• Knowledge of managed care plans (Medicare and Medicaid),the ability to read client account ledgers, as well as experience generating medical practice management system reports are preferred

Additional Information:

• Demonstrates a commitment to service, professionalism, and PROVAIL’s core values
• Ability to re-prioritize work to reach department goals
• May participate in committees or special projects
• Maintains confidentiality and adheres to organizational safety standards

PROVAIL is committed to diversity & inclusion and continually working to build an organizational culture and climate in which every voice is valued, staff have a sense of belonging and connection with one another and to the organization, and staff feel empowered to do their best work. We specifically encourage people of color, individuals who identify as LGBTQ and individuals with disabilities to apply for this position. 

PROVAIL is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law. 

Salary : $24 - $27