School-Based Services Coordinator (3525)

DUTIES/RESPONSIBILITIES: 

• Serve as the primary administrative support for the school-based vision clinic located at S.18^th clinic site 

• Assist with vision clinic day operations, including preparing schedules, coordinating patient flow, and supporting clinic staff as needed 

• Process and track eyeglass orders, including coordinating delivery and distribution to school campuses. 

• Communicate with school staff and families regarding eyeglass status and delivery timelines 

• Assist with creation, maintenance, and optimization of vision clinic schedules and provider templates 

• Coordinate and complete student patient registration for school-based programs 

• Verify Medicaid eligibility and assist with updating or changing Medicaid dental home assignments as needed 

• Schedule student appointments and manage provider templates 

• Assist with coordination of behavioral health, dental, vision, and medical clinic schedules across multiple school sites 

• Ensure all WFM required documentation and consent forms are completed, collected, and accurately entered into EPIC 

• Scan and upload patient documentation into the electronic health record in a timely manner 

• Communicate with school staff, parents/guardians, and clinic teams regarding appointments, missing documentation, and follow-up needs 

• Monitor and track pending registrations, incomplete paperwork, and scheduling gaps to ensure timely service delivery 

• Monitor Alchemer registrations and increase utilization of MyChart 

• Assist with patient check-in and check-out processes when needed 

• Maintain accurate patient records and ensure data integrity within EPIC 

• Ability to multitask and work in a fast-paced environment 

• Ability to travel to school sites or clinics as needed to support operations 

• Ability to operate office equipment (fax, printer, scanner) 

• Agree to follow WFM policies and procedures as outlines in the employee handbook 

OTHER DUTIES: 

• Other duties as assigned by supervisor 

PHYSICAL AND MENTAL REQUIREMENTS: 

• Valid Driver’s License 

• Visual and auditory accuracy 

• Shift length – 8 hours 

• Indoor setting 

• Frequent use of computer 

• Long periods of sitting 

• Frequent use of telephone 

• Continuous repetitive grasping and manipulation of both hands 

• Continuous conversational communication 

• Occasional reaching, walking, squatting, bending, kneeling, twisting, and climbing 

• Occasionally carrying, lifting, pushing, and pulling up to 25lbs 

• Regular use of personal transportation 

• Ability to understand and carry out oral and written instructions 

• Ability to read and interpret detailed specifications 

• Ability to adjust work hours, including occasional evening or weekend shifts 

School-Based Services Coordinator 

REPORTS TO: Director of School-Based Services 

POSITION TYPE: Non-Exempt 

JOB SUMMARY: 

The School-Based Services Coordinator is responsible for supporting the daily administrative functions of school-based programs within Waco Family Medicine. This role focuses on patient registration, scheduling coordination, Medicaid eligibility verification, workflow support to ensure efficient clinic operations across school-based behavioral health, dental, vision, and medical services.  

The School-Based Services Coordinator works closely with clinical staff and school personnel to improve access to care, reduce barriers for students and families, and ensure timely and accurate processing of patient information. This position also provides direct administrative and operational support to the school-based vision clinic located at the S.18^th clinic site. 

EDUCATION & EXPERIENCE: 

• High school diploma or equivalent required, associate degree preferred 

• Healthcare experience preferred 

• At least one year of customer service or administrative experience required 

• Experience with scheduling, insurance verification, or electronic health records (EPIC preferred) highly desirable 

SKILLS: 

• Excellent written and verbal communication and customer service skills utilizing (AIDET) communication model 

• Experience using Microsoft Office (Excel, Word, PowerPoint) 

• Bilingual in English/Spanish preferred but not required 

• Strong attention to detail and ability to manage multiple tasks 

• Ability to work independently while supporting a team-based environment 

• Knowledge of Medicaid eligibility and insurance processes preferred 

• Ability to maintain confidentiality and follow HIPAA guidelines