Administrative Coordinator II - Psychological & Brain Sciences

Clinic Operations & Administrative Coordination:

• →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, ClinicNote, 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 ClinicNote 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.

Billing and Financial Administration:

• →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 regulations.
• →Prepare weekly deposits of client payments and receipts.
• →Maintain clinic bookkeeping, purchasing documentation, operational expense records, and provide required documentation to accounting personnel.
• →Train and support student clinicians regarding clinic billing procedures, payment processing, financial documentation, and ClinicNote billing functions.

• Bachelor’s degree with 2–3 years of administrative or office management experience, preferably in healthcare, behavioral health, university, or training settings.
• Accounting experience.

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.