Clinic Coordinator

Job Title:                    Clinic Coordinator

Reports To:                Client Assistant Manager/Director of Nursing

Location:                    Nashville

Classification:           Full time, non-exempt

Job Shift:                    Day, Monday 10am-6:30pm

                                               Tuesday-Friday 2:00 p.m -10:00 p.m

Mission:         

We provide a continuum of evidence-based substance abuse and mental health services for women in an environment of faith and healing to restore hope and a lifetime of recovery.

Summary:

The Clinic and MAT Clinic Coordinator is responsible for organizing and overseeing the operations of a high-energy, fast-paced clinic environment, with a focus on efficiently processing incoming admissions. This role includes performing prior authorizations for MAT (Medication-Assisted Treatment) medications and inpatient medications, ensuring timely access to necessary treatments. The coordinator will monitor clinic workflows, delegate tasks as appropriate, and provide hands-on support to other staff as needed. The ideal candidate is a proactive team player who thrives in dynamic settings and is committed to collaboration, attention to detail, and high-quality patient care.

Primary Responsibilities and Duties:

Recovery Care Clinic (RCC) Support:

• Coordinate care and services for clients enrolled in RCC, including scheduling, follow-up, and care management.
• Complete and document observed urine drug screens (e.g., random or scheduled).
• Triage and assist in the coordination of outpatient admissions and transitions from inpatient to outpatient services.
• Support coordination of recovery care, primary care, mental health services, and other community-based supportive services.
• Monitor medication compliance and review client prescription history in the CSMD (Controlled Substance Monitoring Database).
• Complete intake orientation with RCC clients and ensure appropriate documentation of services and interactions.
• Monitor RCC-related compliance metrics and assist in preparing for MCO and state audits.

Admissions and Clinic Operations:

• Facilitate communication and coordination of all incoming client admissions to ensure a seamless intake process.
• Greet and welcome new clients, including escorting them from the lobby and supporting them in the waiting area when the Client Coordinator is unavailable.
• Track each client’s progress through the admission process, ensuring all tasks are completed prior to floor transition.
• Collect and track data related to admission timelines and steps to support process improvement.
• Support the Client Coordinator during periods of high volume or backlog.
• Manage waiting area volume and acuity, alerting clinical and administrative staff as needed.
• Maintain an organized, clean, and calm clinic environment, ensuring Protected Health Information (PHI) is secured at all times.
• Assemble and manage Welcome Folders and intake paperwork; ensure materials are stocked and ready for use.

Medical and Administrative Support:

• Assist with prescription coordination, billing, collections, and benefits verification.
• Complete prior authorizations for both medical and psychiatric medications for inpatient and outpatient clients.
• Act as a liaison between medical providers and the clinical/nursing team regarding referrals, prescriptions, and other needs.
• Manage medical records requests and ensure timely processing.
• Provide administrative support to the Medical Director and Director of Nursing, including scheduling and provider-related tasks.
• Ensure policies and procedures are followed by clients and staff within the clinic setting.

General Expectations:

• Attend required team meetings and training sessions.
• Maintain professionalism, discretion, and confidentiality in all duties.
• Perform additional duties as assigned to support overall clinic efficiency and client care.

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills, with the ability to convey information clearly, concisely, and effectively.
• Demonstrated ability to remain composed and focused under pressure, adapting effectively to frequent changes, delays, or unexpected challenges.
• Strong results-oriented mindset with a consistent drive to meet or exceed performance goals, both independently and as part of a team.
• Proven ability to thrive in a fast-paced environment while managing multiple competing priorities with efficiency and accuracy.
• Solid understanding of current industry practices, policies, trends, and developments; maintains awareness of relevant regulatory standards and competitive landscape.
• Exceptional interpersonal skills with the ability to build and maintain positive, professional relationships across all levels of the organization and with external partners; uses tact, diplomacy, and conflict resolution skills to navigate difficult situations.
• Sound judgment and strong problem-solving abilities; able to interpret and apply instructions delivered verbally or in writing with minimal supervision.
• Ability to maintain appropriate professional and therapeutic boundaries in all interactions with clients, colleagues, and stakeholders.

Education and Experience:

• High school diploma required; Bachelor's degree in a related field preferred.
• Completion of a Medical Assistant program or certification as a Medical Assistant is preferred.
• Minimum of two (2) years of experience working with individuals in substance use treatment or a related behavioral health setting is preferred, particularly with women.
• Experience in healthcare, crisis centers, outpatient MAT clinics, or therapeutic environments is strongly preferred.
• Familiarity with TennCare regulations, including prior authorizations and medication overrides, is a plus.
• Experience in inpatient behavioral health or residential treatment settings, including both direct patient care (e.g., mental health technician) and support roles (e.g., medical records, scheduling, or provider coordination), is preferred.
• Working knowledge of evidence-based practices in addiction treatment is strongly desired.

Other Requirements:

• Possess proficient computer skills including but not limited to Microsoft Teams, Outlook, Word, Excel, and PowerPoint.

• Valid driver’s license
• CPR Certified or willingness to obtain certification as offered by TND
• Excellent customer service skills
• Excellent organizational skills

All Employees will adhere to the following professional standards:

• Honor the agency mission:  The mission of The Next Door is to live out our faith by providing a continuum of evidence-based substance abuse and mental health services for women in an environment of faith and healing to restore hope and a lifetime of recovery.
• Consistently treat patients and co-workers with the utmost respect.
• Keep ALL information regarding staff, client, diagnosis, group information, etc. confidential at all times.
• Work as a necessary part of the team effort.
• Model ethical and professional behavior at all times.
• Participate in ongoing meetings and trainings as required by the leadership of The Next Door.
• Be creative and assist leadership with ideas for improving the overall quality of the services and environment for the residents of The Next Door.
• Encourage and live the core values of The Next Door, Inc., at all times: 
  • Love ~ We demonstrate what love looks like, so our women learn to love others in healthy ways and love themselves.
  • Faith ~ We welcome all people, and all will be cared for with Christ-centered principles.
  • Hope ~ We believe hope is within reach for all women.
  • Wholeness ~ God has a plan and purpose for a woman’s life and that is abundantly good.  She does not have to be defined by her past decisions.  God loves.  God forgives.  Every woman can be whole and complete.
  • Community ~ We are building a healthy community in which our women are contributing members of society.  We need one another.  We care for one another.  We will teach our women how to build their own healthy community.
  • Respect ~ We believe each woman deserves respect from us and from each other.  We believe each woman can learn to respect herself and others.
  • Encouragement ~ We believe that our words and actions should build one another up.  We inspire one another with love and good deeds.