School - based Services Coordinator (3525)
Waco Family Medicine
School-Based Services Coordinator
Level: Experienced
Position Type: Full Time
Job Shift: Day
Education Level: High School
Description
Duties/Responsibilities:
Serve as the primary administrative support for the school-based vision clinic located at S.18 clinic site
Assist with vision clinic day operations, including preparing schedules, coordinating patient flow, and supporting clinic staff as needed
Process and track eyeglass orders, including coordinating delivery and distribution to school campuses
Communicate with school staff and families regarding eyeglass status and delivery timelines
Assist with creation, maintenance, and optimization of vision clinic schedules and provider templates
Coordinate and complete student patient registration for school-based programs
Verify Medicaid eligibility and assist with updating or changing Medicaid dental home assignments as needed
Schedule student appointments and manage provider templates
Assist with coordination of behavioral health, dental, vision, and medical clinic schedules across multiple school sites
Ensure all WFM required documentation and consent forms are completed, collected, and accurately entered into EPIC
Scan and upload patient documentation into the electronic health record in a timely manner
Communicate with school staff, parents/guardians, and clinic teams regarding appointments, missing documentation, and follow-up needs
Monitor and track pending registrations, incomplete paperwork, and scheduling gaps to ensure timely service delivery
Monitor Alchemer registrations and increase utilization of MyChart
Assist with patient check-in and check-out processes when needed
Maintain accurate patient records and ensure data integrity within EPIC
Ability to multitask and work in a fast-paced environment
Ability to travel to school sites or clinics as needed to support operations
Ability to operate office equipment (fax, printer, scanner)
Agree to follow WFM policies and procedures as outlined in the employee handbook
Other duties as assigned by supervisor
Physical and Mental Requirements:
Valid Driver's License
Visual and auditory accuracy
Shift length – 8 hours
Indoor setting
Frequent use of computer
Long periods of sitting
Frequent use of telephone
Continuous repetitive grasping and manipulation of both hands
Continuous conversational communication
Occasional reaching, walking, squatting, bending, kneeling, twisting, and climbing
Occasionally carrying, lifting, pushing, and pulling up to 25lbs
Regular use of personal transportation
Ability to understand and carry out oral and written instructions
Ability to read and interpret detailed specifications
Ability to adjust work hours, including occasional evening or weekend shifts
Qualifications
School-Based Services Coordinator
Reports To: Director of School-Based Services
Position Type: Non-Exempt
Job Summary: The School-Based Services Coordinator is responsible for supporting the daily administrative functions of school-based programs within Waco Family Medicine. This role focuses on patient registration, scheduling coordination, Medicaid eligibility verification, workflow support to ensure efficient clinic operations across school-based behavioral health, dental, vision, and medical services.
The School-Based Services Coordinator works closely with clinical staff and school personnel to improve access to care, reduce barriers for students and families, and ensure timely and accurate processing of patient information. This position also provides direct administrative and operational support to the school-based vision clinic located at the S.18 clinic site.
Education & Experience:
High school diploma or equivalent required, associate degree preferred
Healthcare experience preferred
At least one year of customer service or administrative experience required
Experience with scheduling, insurance verification, or electronic health records (EPIC preferred) highly desirable
Skills:
Excellent written and verbal communication and customer service skills utilizing (AIDET) communication model
Experience using Microsoft Office (Excel, Word, PowerPoint)
Bilingual in English/Spanish preferred but not required
Strong attention to detail and ability to manage multiple tasks
Ability to work independently while supporting a team-based environment
Knowledge of Medicaid eligibility and insurance processes preferred
Ability to maintain confidentiality and follow HIPAA guidelines