Job Description
The Clinic Coordinator, working under the supervision of the Clinic Director, performs management and coordination duties for the Counseling Practicum Clinic (CPC), which is a departmental training clinic for the APA (American Psychological Association) accredited doctoral program in counseling psychology and the master’s graduate programs in clinical mental health and rehabilitation counseling programs in the College of Health’s (COH) Department of Counseling Psychology, Social Psychology, and Counseling. The CPC offers in-person and telehealth counseling services to individuals of all ages, couples, and families in Muncie and greater Indiana. Counseling and Counseling Psychology graduate students work with clients under the supervision of licensed psychologists and counselors, providing supportive counseling services for mental health needs and concerns. This position offers the ability to work flexible hours including evenings. Occasionally, evening hours are required.
Job Function:
The Clinic Coordinator, working under the supervision of the Clinic Director, performs management and coordination duties for the Counseling Practicum Clinic (CPC), which is a departmental training clinic for the APA (American Psychological Association) accredited doctoral program in counseling psychology and the master’s graduate programs in clinical mental health and rehabilitation counseling programs in the College of Health’s (COH) Department of Counseling Psychology, Social Psychology, and Counseling. The CPC offers in-person and telehealth counseling services to individuals of all ages, couples, and families in Muncie and greater Indiana. Counseling and Counseling Psychology graduate students work with clients under the supervision of licensed psychologists and counselors, providing supportive counseling services for mental health needs and concerns. This position offers the ability to work flexible hours including evenings. Occasionally, evening hours are required.
Minimum Education:
Associate degree or equivalent in secretarial or office management or related field.
Preferred Education:
Bachelor’s degree.
Minimum Experience:
At least one year of office administration or related experience.
Preferred Experience:
Previous experience working in a HIPAA compliant medical/clinical setting; Management and supervisory experience in a health-care setting.
Duties and Responsibilities:
- Provide administrative supervision and oversight for Graduate students (Clinic Staff, Clinic Assistants, and others working in the CPC).
- Provide training for, monitor usage of, and maintain electronic health electronic records (EHR). Ensure that EHR and paper records storage and use are in compliance with HIPAA. Review, track, and monitor student and faculty submission of CPC documents, including client records and other CPC-related documentation.
- Provide training, manage access, troubleshoot, and monitor usage of various software and online programs (e.g., B-Line, MyOutcomes, Sonia, VPN, Onedrive) and Zoom HIPAA compliant accounts. Communicate with COHIT support regarding any CPC issues related to EHR, video recording, and Telehealth accounts, electronic equipment, and recording hardware, and serve as point person for problem resolution. Monitor use and proper functioning of CPC computers, laptops, and clinic Wi-Fi, and serve as the liaison between the CPC and COHIT for their oversight, distribution, and maintenance of clinic computers, laptops, iPad, etc.
- Provide administrative oversight for master’s practicum courses and doctoral practicum. Oversee CPC-related communications to students, faculty, and external parties as relevant.
- Attend weekly and biweekly clinic meetings with clinic director, graduate students, and/or CPSY/COH faculty and staff.
- Implement and monitor adherence to CPC safety and emergency procedures.
- Manage financial accounts, records, and expenditures related to the CPC. Order and maintain office supplies for the CPC.
- Create CPC client, student, and system reports for Clinic Director or designee.
- Demonstrate excellent customer service skills and professionalism when scheduling and managing client appointments and instruct students on developing and implementing similar skills.
- Oversee client parking procedures and approvals.
- Perform other related duties as assigned.
- Maintain regular and predictable attendance.
At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.
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