Administrative Coordinator II - Psychological & Brain Sciences

This on-site position is responsible for the day-to-day operational management of the Psychological Service Center (PSC). The position serves as the primary full-time administrative staff member supporting clinic operations, financial and billing administration, reception operations, report, assessment coordination, and management of the electronic medical record (EMR) system. The position works closely with the PSC Director, clinical graduate students, clinical supervisors, graduate assistants, undergraduate interns, and clients to ensure efficient clinic functioning and compliance with clinic procedures, HIPAA standards, and university policies.

This role operates with substantial autonomy and serves as a central operational resource for the clinic.

SAINT LOUIS, MO 63105

37.5

• Develop, implement, and maintain administrative systems and workflows related to clinic operations, screening procedures, billing processes, and electronic medical records to ensure efficient clinic functioning.
• Assist the Director with programmatic management duties and implementation of policy or procedural updates.
• Create and maintain detailed operational documentation, including workflow guides, checklists, scripts, written instructions, and procedural materials for students, staff, supervisors, and clients.
• Support administration, troubleshooting, and operational use of the clinic’s EMR system, Clinic Note, including assisting student clinicians and supervisors with documentation issues, appointment errors, and EMR-related concerns.
• Create and maintain systems for scanning, organizing, and managing electronic and paper records within Clinic Note and related systems.
• Create and update electronic forms, Jotforms, surveys, intake documents, billing forms, and operational documentation for clinic use, as needed.
• Coordinate office purchasing, inventory management, and procurement for clinic operations, including office supplies, therapy materials, psychological testing materials, and related equipment.
• Participate in quality assurance and quality improvement initiatives related to clinic operations and administrative processes.
• Support compliance with clinic policies, confidentiality standards, HIPAA regulations, and university procedures.
• Coordinate completion, collection, and maintenance of HIPAA documentation and related client records.
• Coordinate communication and documentation exchange with community partners, referral sources, and external providers in accordance with HIPAA and clinic policies.
• Coordinate HIPAA training requirements for students and employees prior to clinic work responsibilities.
• Attend HIPAA liaison meetings when Director is unavailable and assist with implementation of compliance-related procedures.
• Assist with operational troubleshooting related to clinic technology, equipment, and infrastructure.
• Coordinate facilities and maintenance requests to support clinic operations and functionality.

• Prepare and maintain accurate billing documentation and client financial records within the EMR system.
• Monitor and reconcile client accounts, payments, and billing records to ensure accuracy and compliance.
• Process daily billing activities, including entering charges following sessions, and entering, reconciling, and maintaining records of cash, check, and credit card payments and other client account transactions.
• Generate invoices, monthly billing statements, accounts receivable notices, and related financial correspondence for clients with outstanding balances.
• Prepare and distribute Good Faith Estimates in compliance with applicable…