Clinical Services Coordinator

Job Summary:

The Clinical Services Coordinator is a non-licensed clinical operations support position responsible for coordinating the intake, initial review, routing, tracking, and follow-up of clinical consultation requests. The Coordinator serves as the primary liaison between the Clinical Department and Care Management to help ensure consultation requests are complete, appropriate for review under the Clinical Consultation Request Process, and directed to the appropriate Nursing or Behavioral Health team.

This role uses knowledge of Care Management practice, clinical terminology, organizational procedures, and risk indicators to recognize missing information, routine workflow needs, and concerns requiring prompt escalation. The Coordinator does not independently make clinical recommendations. Clinical decisions remain the responsibility of the Director of Nursing/Behavioral Health, Registered Nurses, Clinical Specialists, and other authorized clinical staff.

Supervisory Responsibilities:

• None

Essential Duties and Responsibilities:

• Maintain the centralized tracking system for clinical consultation requests.

• Review each request for completeness, clarity, required supporting information, and alignment with the current clinical consultation request process.

• Review available EHR information and prior consultation documentation, as appropriate, to identify missing records, prior recommendations, and/or unresolved follow-up needs.

• Document all activities in line with the Clinical Standard Operating Procedures (SOPs).

• Route complete consultation requests to the appropriate Director of Nursing or Behavioral health based on the primary presenting concerns.

• Identify requests which involve both medical and behavioral health factors so Clinical Leadership can determine whether a secondary clinical team member should be assigned.

• Timely elevation of urgent, high-risk, or time sensitive concerns to the appropriate Clinical Director.

• Assist the RNs and Clinical Specialists in obtaining records, assessments, medications, documents, provider information, or other materials needed to complete a consultation review.

• Coordinate follow-up with Care Management when clinical staff request additional information status updates.

• Monitor open items and provide timely reminders regarding outstanding information, overdue responses, scheduled follow-up and documentation requirements.

• Support scheduling consultation meetings and case-review activities as requested, including ensuring the appropriate Care Management participants are invited.

• Monitor the EHR and approved tracking systems to confirm required consultation documentation has been entered by responsible staff within established timeframes.

• Follow up with Care Management teams regarding completion and documentation of Action Step responses, attempts, barriers, and other required follow-up information.

• Coordinate post-closure outreach according to the consultation support level and schedule established by Clinical Leadership.

• Collect status updates from the Care Manager and Supervisor/Assistant Director and route new or recurring concerns to the assigned clinician or Clinical Director for determination of next steps.

• Identify incomplete, inconsistent, or overdue documentation and elevate unresolved matters through the established Care Management and Clinical leadership channels.

• Follows all mandated reporting requirements.

• Adheres to all company policies and procedures.

• Performs other duties as assigned.

• Maintains confidentiality.

• Must possess a valid Driver’s License from New York, or a contiguous state (i.e., Connecticut, New Jersey, Pennsylvania, and Vermont) OR must have the ability to take ample public transportation to attend meetings in person in the community and in the office as needed.