Specialty Clinic Coordinator

Company Overview
Grant a Gift Autism Foundation is a dedicated non-profit organization committed to supporting children, youth, and their families affected by Autism Spectrum Disorder. We provide vital diagnostic and treatment funding, support services, vocational training, transition planning, and educational resources to foster independence and improve quality of life.

Overview
We are seeking a dynamic and organized Specialty Clinic Coordinator to oversee the daily operations of our specialized clinics. This role is vital in ensuring seamless patient flow, efficient administrative processes, and compliance with healthcare regulations. The ideal candidate will bring a strong background in medical office management, excellent supervisory skills, and experience working within healthcare settings that utilize EMR (Electronic Medical Records) systems such as Epic, eClinicalWorks, or Dentrix.

Duties

Specialty Clinic Coordination (FASD / Prenatal Substance Exposure)

• Coordinate clinical and administrative operations of specialty clinics focused on FASD, prenatal substance exposure, autism, and related neurodevelopmental disorders.
• Manage clinic scheduling, patient flow, provider templates, and multidisciplinary team availability to support timely evaluations and follow-up care.
• Conduct pre-visit planning by obtaining, tracking, and organizing outside records, including medical records, prenatal and birth history, developmental assessments, school reports, therapy documentation, diagnostic testing, and relevant court or child welfare records.
• Review incoming documentation for completeness and identify outstanding records needed to support diagnostic decision-making.
• Prepare concise clinical case summaries for multidisciplinary team review prior to clinic visits.
• Maintain accurate, timely, and HIPAA-compliant documentation within the Electronic Medical Record (EMR) and other approved systems.
• Support coordination of case conference preparation, multidisciplinary staffing, and clinic day workflow.
• Facilitate communication with referring providers, primary care providers, specialists, therapists, and community partners regarding referrals, records, recommendations, and follow-up needs.
• Reinforce clinical education provided by the care team regarding diagnoses, recommendations, treatment planning, and available support services.

Clinic Scheduling and Intake

• Serve as a primary point of contact for patients and families from referral through post-clinic follow-up.
• Conduct structured intake calls to collect preliminary medical, developmental, psychosocial, prenatal, family, and social history relevant to the diagnostic evaluation.
• Abstract key clinical information from outside records and enter accurate, relevant data into internal systems and the EMR.
• Ensure referrals, authorizations, releases of information, and required intake documentation are completed prior to scheduled appointments.
• · Utilize appropriate medical terminology in patient histories, chart notes, care coordination documentation, and provider communications.
• Monitor intake readiness and escalate urgent barriers, gaps in documentation, or care coordination concerns to appropriate clinical leadership.
• Support referral management and care coordination activities to promote continuity across internal and external providers.

Family Navigation and Resource Support

• Provide navigation support to families as they move through evaluation and treatment services.
• Communicate clearly and compassionately with families regarding clinic processes, required documentation, appointment readiness, and next steps in care.
• Coordinate connections to medically relevant and community-based services, including behavioral health, developmental services, educational supports, and public benefit programs as appropriate.
• Assist families in understanding clinical recommendations and connecting with community services following clinic visits.
• Maintain documentation of navigation activities within the Electronic Medical Record and organizational systems.
• Support transitions of care by tracking referrals, outstanding action items, and recommended services following evaluation.

Collaboration and Communication

• Collaborate with physicians, nurse practitioners, psychologists, therapists, family navigators, and other multidisciplinary team members to support coordinated, patient-centered care.
• Maintain professional communication with patients, families, providers, court representatives, and community agencies while safeguarding confidentiality and protected health information.
• Participate in team huddles, case review meetings, quality improvement activities, and ongoing training related to neurodevelopmental disorders, trauma-informed care, and clinic operations.
• Perform other duties as assigned in support of clinical operations, patient access, and departmental goals.

Educational Requirements

• Associates or bachelor’s degree in nursing, healthcare administration, social services, psychology, or related field, or equivalent relevant experience.
• Licensed Practice Nurse (LPN) preferred.
• Additional training or experience in pediatric development, behavioral health, patient navigation, or outpatient specialty clinic settings preferred.

Qualifications

• Compassionate and patient-centered approach to care coordination.
• At least 1 year of experience working with low income and/or vulnerable populations – does not have to be autism/neurodevelopmental conditions related. Minimum one year of experience working with low-income and/or vulnerable populations required. Experience specific to autism or other neurodevelopmental conditions is preferred but not required.
• Working knowledge of medical terminology and ability to interpret clinical records including prenatal, developmental, and diagnostic reports.
• Ability to discuss sensitive topics with families using compassion, empathy, and professionalism
• Experience and working knowledge of healthcare regulations, and federal support systems (e.g., Medicaid, Medicare, SSI, and other government and commercial insurances).
• Knowledge of Fetal Alcohol Spectrum Disorders and related healthcare services.
• Experience working within a non-profit, clinical training center (Preferred). Experience working within a nonprofit, clinical training center, and/or multidisciplinary healthcare environment preferred.
• Strong working knowledge of Microsoft Suite.
• Excellent written and oral communication skills.
• Creative, professional, and resourceful with the ability to work independently and a part of a multidisciplinary team.
• Ability to take initiative and complete multiple tasks and projects on time.
• Previous experience working within an Electronic Medical Record (EMR).
• Detail orientated and strong organizational skills.
• Bilingual in English and Spanish a Preferred.

Physical Requirement

• May include standing, sitting, and/or walking for extended periods.
• May include working with challenging patients and clients.
• May be required to lift up to 50 pounds.
• May require the ability to transport from one site to another.

Join us as a Specialty Clinic Coordinator to make a meaningful impact by ensuring our clinics operate smoothly while providing exceptional care for individuals with autism. Your leadership will help foster an inclusive environment where every patient receives the attention they deserve.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Associate (Required)

Language:

• Spanish (Preferred)

Work Location: In person