Client Services Coordinator I

Job Title
Client Services Coordinator I

Agency
Texas A&M University

Department
University Health Services

Proposed Minimum Salary
Commensurate

Job Location
College Station, Texas

Job Type
Staff

Job Description

Who We Are

University Health Services empowers Texas A&M students through integrated care that supports their physical and mental health. As part of Texas A&M Health—the university’s comprehensive health science center—our clinicians provide the highest level of care in medicine, counseling, psychology and emergency medical services that fosters students’ academic, personal and professional success.

What We Want

The Client Services Coordinator, under general suspension, provides administrative operational support to the University Health Services Client Services unit, serving as primary support between clients, staff, and providers.

The Client Services Coordinator is responsible for coordination of case review, outreach support, Counselor Connect, client referrals, appointment scheduling, as well as providing customer service, while working closely with clinical staff to ensure patient flow and positive patient experience. Routinely provides clerical support as needed to assist with the scheduling of clients and maintenance of the Electronic Health Record.

What You Need To Know

Salary: Commensurate based on selected candidates experience.

Cover Letter/Resume: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

Responsibilities

Administrative Support for Leadership Team

- Review and proofread documents
- Provide logistical support for departmental events and functions
- Coordinate committee meetings, prepare agendas, and organize and tracks agenda items
- Produce and provide minutes of meetings as requested
- Coordinate and schedule trainings and seminars
- Provide administrative support duties as needed for leadership team
- Plan, organize, direct, and manage day-to-day activities

Client Access Coordination

- Run reports to identify clients who missed appointments
- Contact clients for both Counseling and Beutel Mental Health appointments
- Forward clinical needs to counselor as needed
- Make necessary follow-up appointments
- Track and report multiple missed appointments
- Attend meetings as necessary

Customer Service and Staff Support

- Serves as primary support for Embedded Mental Health Clinicians
- Monitor clinical schedules, ensure efficient client flow, provides back-up to check-in process
- Verify and update client eligibility, demographics, and other information in the Electronic Health Record (EHR)
- Collect document signatures for client acknowledgements and required compliance forms
- Answer client inquiries regarding appointments, procedures, office policies, and general information
- Assists with complex scheduling, canceling, and rescheduling appointments
- Respond to client inquiries regarding charges, eligibility, new student requirements, etc., in person, by phone, and email
- Research and respond to client feedback and concerns in person, by phone and email, notifying leadership as appropriate
- Ensure compliance with HIPAA regulations by safeguarding client confidentiality at all times
- Cover front desk duties as needed including processing crisis clients and supporting all staff and client needs.
- Performs other duties as assigned.
- Participates in University and departmental activities, programs, and services

Qualifications

Required Education and Experience:

- Bachelor's degree or equivalent combination of education and experience .
- Two years of experience in office administration.

Knowledge, Skills, and Abilities:

- Ability to multitask and work cooperatively with others.
- Ability to use and manage an electronic health records system.
- Ability to work with sensitive information and maintain confidentiality.
- Ability to work independently.
- Knowledge of word processing, spreadsheet, and database applications.
- Knowledge of laws and regulations related to confidentiality, including HIPAA and FERPA.
- Planning and organizational skills.
- Strong verbal and written communication skills.
- Strong interpersonal and organizational skills.
- Attention to detail.
- Time management capabilities and prioritization skills.

Other Requirements and Factors

- This position may occasionally require a flexible schedule for evening and weekend work for outreach and/or crisis response .
- The individual in this position may be required to handle Personally Identifiable Information 1 (PII) as defined by Family Educational Rights and Privacy Act (FERPA) (https://studentprivacy.ed.gov/ferpa) regulations and Protected Health Information2 (PHI) as defined by Health Insurance Portability and Accountability Act (HIPAA) (https://www.hhs.gov/hipaa/for-professionals/privacy/index.html) regulations. The individual is required to handle PII and PHI in accordance with University Health Services (UHS), Texas A&M University System policies, and all applicable federal regulations. 1PII includes information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other personal or identifying information.
- 2PHI refers to any health information that can be linked to a specific individual and is protected under federal privacy regulations.

- FERPA and HIPAA training are required upon employment and must be completed on a recurring basis as determined by policy and job duties.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

- Medical, (https://www.tamus.edu/benefits/medical/) prescription drug, (https://www.tamus.edu/benefits/prescriptions-express-scripts/) dental, (https://www.tamus.edu/benefits/dental/) vision, (https://www.tamus.edu/benefits/vision-insurance/) life and AD&D, (https://www.tamus.edu/benefits/life-add/) flexible spending accounts (https://www.tamus.edu/benefits/flexible-spending-accounts/) , and long-term disability insurance (https://www.tamus.edu/benefits/long-term-disability/) with Texas A&M contributing to employee health and basic life premiums
- 12-15 days (https://service.tamu.edu/TDClient/45/Portal/KB/Article/1793/University-Holiday-Calendar) of annual paid holidays
- Up to eight hours of paid sick leave (https://service.tamu.edu/TDClient/45/Portal/KB/Article/1794/Sick-Leave)  and at least  eight hours of paid vacation (https://service.tamu.edu/TDClient/45/Portal/KB/Article/1757/Vacation)  each month
- Automatic enrollment in the  Teacher Retirement System of Texas (https://www.trs.texas.gov/Pages/Homepage.aspx)
- Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)
- Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more
- Educational release time and tuition assistance (https://livingwell.tamu.edu/employee-tuition-assistance)  for completing a degree while a Texas A&M employee
- Living Well, (https://livingwell.tamu.edu/) a program at Texas A&M that has been built by employees, for employees

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our   core values  which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume’ or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.