Clinical Services Coordinator- Worcester, MA

Clinical Service Coordinator

Reports To: HR & Operations Director and CEO

Status: Part‑Time, 20 hours/week

Position Summary

The Clinical Service Coordinator supports the daily administrative and operational functions of Mieljade Behavioral Health by coordinating scheduling, communication, documentation, and client service logistics. This role ensures smooth coordination between families, Behavior Technicians (BTs), and Board Certified Behavior Analysts (BCBAs).

The coordinator follows established workflows and communication protocols to maintain efficient service delivery and ensure that scheduling updates, documentation, and client information are accurately maintained in the organization’s systems.

This position works closely with the HR & Operations Director and clinical leadership to support operational efficiency and continuity of care.

This position has the potential to expand into a full-time salaried role as the organization grows.

This position will initially commence remotely for a period of a few months. However, as Mieljade Behavioral Health continues its growth and transitions to a clinic-based service model, this role will necessitate a transition to an in-person position at the Worcester, Massachusetts clinic location. Candidates must be comfortable with this transition and willing to work on-site as operational requirements develop.

Key Responsibilities

Client & Family Communication

Send appointment reminders and scheduling confirmations
Communicate scheduling updates to families and clinical staff
Provide families with general scheduling and service coordination information
Maintain professional and timely communication with families
Document communication when necessary in appropriate systems

Scheduling & Coordination

Coordinate scheduling of BTs, BCBAs, and client sessions
Confirm scheduling changes with families and clinical staff
Update calendars and notify staff of schedule adjustments
Track cancellations, reschedules, attendance, and session changes
Ensure scheduling updates are documented and communicated to assigned clinicians

Communication Workflow

Facilitate three-way communication between families, BTs, and clinical staff when scheduling changes occur
Ensure scheduling changes are aligned with administrative processes and leadership guidance

Assessment & Reporting Support

Track assessment due dates (initial evaluations, reassessments, progress reports)
Send reminders to BCBAs regarding upcoming deadlines
Collect completed assessment reports and submit them to the billing team
Maintain logs of assessment submissions and due dates

Documentation & Administrative Support

Maintain spreadsheets, logs, and service tracking tools
Assist with intake paperwork and digital file organization
Update client information in internal systems such as PassageHealth
Track authorizations and expiration dates
Maintain accurate records for scheduling, services, and communication

Client Onboarding Support

Assist with gathering intake documents from families
Prepare onboarding packets and welcome materials
Enter new client information and authorization details into EHR systems
Coordinate with the HR & Operations Director to ensure all onboarding steps are completed

Support for Clinical Team

Communicate scheduling updates to BTs and BCBAs
Assist with distributing materials, forms, and documentation
Help track supervision hours and service delivery
Provide administrative support to clinical staff when needed

Organizational Structure & Expectations

Administrative procedures and operational decisions are directed by leadership.
Scheduling coordination must follow established workflows and communication protocols.
The coordinator is responsible for implementing administrative processes and ensuring accurate communication between team members.

Qualifications