Clinical Services Coordinator

Job Details: Job Location: Echota Behavioral Health

• Tahlequah, OK, Position Type: Full Time, Salary Range: Undisclosed, Job Category: Behavioral Health, Unit Summary: Echota Behavioral Health provides mental health and wellness services to communities across the region, offering counseling, therapy, case management, and support programs. Its approach emphasizes accessibility, trauma-informed care, and a strong commitment to local community well-being.

Job Summary

The Clinical Services Coordinator provides coordination and administrative support for clinical services in accordance with CARF Standards, agency policies, and payer requirements. This role works under the direction of the Clinical Director to support access to care, continuity of services, referral processing, intake scheduling, documentation tracking, invoice processing, therapist reports, and daily clinical workflows.

The position works with intake coordinators, clinical staff, billing, and compliance personnel to support timely services and accurate records.

Responsibilities

also include documenting meetings and staffings, distributing weekly reports, maintaining attendance records, coordinating interviews and meetings, and supporting leadership scheduling and follow-up communication. This position does not include supervisory responsibilities or authority over staff performance, personnel decisions, or clinical treatment decisions.

Job Duties: Clinical Services Coordination Coordinate behavioral health services to support timely access, continuity of care, and alignment with CARF Standards and established agency procedures. Support clinical workflows related to intakes, service initiation, transfers, and discharges. Serve as a point of contact for routine questions regarding service coordination, documentation timelines, and established operational processes.

Communicate service delays, workflow concerns, and unresolved issues to the Clinical Leadership. Referral Management & Client Assignment Support Process incoming referrals from internal and external sources according to established agency procedures. Track referral status, intake scheduling, and service initiation, and communicate delays to the appropriate staff.

Assist Clinical Leadership by gathering information regarding clinician credentials, scope of practice, caseload capacity, program needs, and payer requirements. Communicate client assignments approved by the Intake Coordinator, Assistant Clinical Director, and Clinical Director. Maintain accurate referral, intake, and assignment records within the EHR and other tracking systems.

Staff Support, Invoices & Therapist Reports Work with intake coordinators to support referral processing, intake scheduling, and accurate documentation. Provide procedural guidance and assistance to intake coordinators and refer performance concerns to the appropriate supervisor. Provide administrative and operational assistance to therapists, case managers, peer support specialists, and other clinical staff.

Collect and review invoices for accuracy and completeness, prepare them for payroll processing, and submit them in accordance with agency timelines and procedures. Refer invoice discrepancies or concerns requiring approval to the appropriate supervisor. Prepare, compile, and distribute weekly invoice and therapist reports, including session totals, productivity, and documentation status, as directed by the Clinical Director.

Send weekly reports to designated recipients and maintain organized records of submitted reports. Support communication among clinical staff, billing, compliance, and leadership to assist with service delivery and resolution of routine issues. Meeting & Staffing Documentation Attend meetings and take accurate notes, including discussion items, decisions, assigned follow-up tasks, and deadlines.

Attend weekly staffings, complete staffing notes, and distribute them each week to authorized recipients. Archive weekly staffing notes to maintain an organized and accessible record in accordance with agency confidentiality and record-retention procedures. Prepare and bring sign-in sheets to each staffing meeting. Maintain staffing attendance records and archive completed sign-in sheets.

Send follow-up emails and make phone calls as directed to communicate meeting information, obtain updates, and follow up on assigned tasks. Scheduling & Leadership Support Coordinate and prioritize leadership schedules based on established priorities and direction from leadership. Schedule meetings, coordinate participant availability, and send calendar invitations, reminders, and necessary meeting materials.

Coordinate interview scheduling with applicants, leadership, and other designated participants. Identify scheduling conflicts and coordinate adjustments with the appropriate individuals. Support leadership with follow-up emails, phone calls, and scheduling updates as needed. Administrative & Systems Support Maintain accurate and timely data entry in the EHR and related systems.

Assist with organizing and updating clinical policies, procedures, and workflow materials as directed by the Clinical Director. Coordinate with billing and compliance staff to assist with documentation-related questions and corrections. Compile referral, intake, service coordination, and other administrative reports as requested.

Maintain organized and secure records of reports, invoices, meeting notes, staffing documentation, and attendance. Perform additional administrative and coordination duties related to clinical services as assigned.

Qualifications

Required Qualifications: Bachelor’s degree or equivalent. Experience in a behavioral health or mental health services environment. Knowledge of behavioral health service delivery. Strong organizational, communication, and time-management skills. Ability to coordinate schedules, document meetings accurately, prepare reports, and maintain organized records.

Proficiency in electronic health records. Knowledge of HIPAA regulations and confidentiality requirements. Excellent verbal and written communication skills. Must possess a valid Oklahoma driver’s license and a clear background check. Core Competencies: Service coordination and administrative support. Accurate documentation, reporting, and recordkeeping.

Scheduling, organization, and follow-through. Professional communication and collaboration. Confidentiality and sound judgment. Work Environment: Office and clinical environment. May require travel between service sites and flexible scheduling.