Job Description

The Clinical Support Specialist is responsible for assisting in the coordination of clinical operations, providing administrative and direct support to clinical staff, and ensuring accuracy. This role plays a key part in supporting the effective delivery of clinical services and maintaining the highest standards of care for clients. Attention to detail and strong communication skills are essential to maintain program integrity and enhance client outcomes.

Essential Duties and Responsibilities

The statements below are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

Administrative Support:

• Maintain and update client files, ensuring records are accurate and comply with regulatory standards.

• Provide clerical support, including filing, scheduling, and document preparation for clinical staff.

• Assist in compiling data and reports required for internal reviews, audits, and quality assurance programs.

• Prepare and distribute clinical forms and informational materials to staff and clients.

• Maintain familiarity with relevant CARF (Commission on Accreditation of Rehabilitation Facilities) standards to support compliance efforts.

Client Support:

• Assist with client intake procedures, including gathering required documentation and verifying eligibility for services.

• Provide clients with clear, accurate information regarding clinical services, policies, and procedures.

• Serve as a liaison between clinical staff and clients, relaying information and addressing concerns in a compassionate and timely manner.

• Follow up with clients to remind them of appointments, provide necessary updates, and assist with post-visit care coordination.

Appointment Coordination:

• Schedule client appointments, coordinating with clinical staff to optimize availability and minimize client wait times.

• Ensure all appointment details are recorded accurately in the scheduling system.

• Maintain client appointment calendars and manage appointment reminders via phone, email, or text.

• Log all scheduled and missed appointments and assist with rescheduling when necessary.

Records Management:

• Conduct periodic file audits to ensure compliance with organizational and regulatory standards.

• Assist with data entry, updates, and retrieval of client records for internal reviews or external audits.

Communication and Coordination:

• Act as a communication bridge between clinical staff, clients, and external stakeholders.

• Relay important updates, instructions, or information to clinical staff in a timely manner.

• Ensure that clinical operations run smoothly by collaborating effectively with the broader administrative team.

Compliance and Confidentiality:

• Maintain confidentiality in handling sensitive client information and adhere to HIPAA regulations.

• Ensure that all clinical documentation, records, and client communications comply with federal, state, and agency regulations.

• Assist in preparing for external reviews or audits by ensuring that records and processes are compliant and well-documented.

Qualifications

• Bachelor's degree in social work, psychology, health sciences, or a related field is preferred.

• At least two years of experience in an administrative or clinical support role within a healthcare setting.

• Strong working knowledge of healthcare-related documentation processes and software, including experience with electronic health records (EHR) systems (e.g., Credible).

• Ability to handle sensitive information with discretion and maintain confidentiality.

• Excellent verbal and written communication skills.

• Ability to manage time effectively, prioritize tasks, and work in a fast-paced environment.

Additional Information

MBI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

We offer a competitive total rewards package including market salaries, PTO, employee perks, Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, 401K Plan, 401K Matching, Employee Referral Benefits, Short-term/Long-term disability, Growth Opportunities, and more.

It is MBI Health Services policy to comply to D.C. Mayor Bowser's order issued on August 10, 2021, that all DC employees and DC Contract/Grant Agencies must get vaccinated.

MBI will also accommodate medical and religious exemptions. More information can be provided upon application acceptance.

Together, we can offer steps toward empowerment!