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Clinic Coordinator

Location: Evanston
Posted on: May 20, 2023

Job Description:

Job Type




The Clinic Coordinator closely supports the Director of the Clinic and Community Programs Clinic expansion strategy project to build a stronger referral base in the Clinic and serve as a liaison to identify new client sites between Evanston and Chicago community partners. The Clinic Coordinator will also work closely with the Clinic coordinator to support day-to-day activities in the Bette D. Harris Family and Child Clinic. The Clinic includes over 110 clinic trainees annually from the Marriage and Family Therapy Master's Program, the Counseling Master's Program, the Clinical Psychology Ph.D. Practicum Program, and Psychiatry Residents.


Through clinical services, education, and research, The Family Institute at Northwestern University is one of the nation's leading relationship-based behavioral health organizations committed to strengthening and healing families, however, you define family. We provide services across all life stages, for individuals, couples, and children and adolescents. Each year, we provide over 90,000 therapy sessions and educate over 800 graduate students to meet the emerging behavioral health needs of our communities. When you join The Family Institute, you are joining a team of over 280 collaborators comprised of clinicians, educators, researchers, therapists-in-training, and administrators across four service sites, all focused on advancing the world of behavioral health.


Clinic Orientation & Offboarding

  • Schedule and coordinate the Clinic orientation for all new trainees, including training with Billing, IT, Operations, and Clinical Services departments. Create meeting agendas for each program (Counseling, MFT, and Northwestern's Clinical Psychology Practicum). Attendees should include HR, AdvancedMD, IT, and Education Program.
  • Schedule training and orientation for Clinic trainees related to all IT/AV (email and voicemail; MRM; flash drive and recording equipment) and AdvancedMD. Direct students and supervisors to any additional support as needed.
  • Schedule and coordinate Clinic orientation of new supervisors, including training with Billing, IT, Operations, and Clinical Services departments, and assist with communication to education programs.
  • As needed, coordinate refresher training for current supervisors upon request.
  • Collaborate with other teams at The Family Institute, providing additional training for risk management, cultural competence, registration, and billing to new and current trainees.
  • Coordinate the Exit Procedure Process by scheduling meetings with supervisors, trainees, and Clinic admin teams; track students' progress during the exiting process; assess and track improvements for the following year; and coordinate the transfer of relational cases.
    Liaison with Community Organizations
    • Serves as a point of contact for referrals made through community groups resulting from community outreach, supporting outreach efforts as needed.
    • Identify new client sites to attract referrals for the Director of the Clinic and Community Programs to build partnerships with The Family Institute.
    • Support the Clinic's expansion strategy and work closely with the Director of the Clinic & Community Programs.
      Liaison with Education Programs
      • Work with education programs and the Director of the Clinic & Community Programs to schedule monthly clinic meetings.
      • Maintain open communication with education programs about students' progress toward clinical hours when behind expectations. Communicate bi-weekly with students and their supervisor to make sure they place holds on their schedule to accept new cases when falling behind expectations.
      • Act as a liaison between Billing, IT, and Operations departments and education programs; ensure fluid communication and actions so that all student matters related to these departments and programs are appropriately handled.
      • Be available to consult with students, supervisors, and faculty regarding policy issues as needed.
      • Enforce the proper application of such policies and procedures throughout the year and communicate with the appropriate parties when issues of non-compliance arise.
      • Receive, track, and communicate client concerns to appropriate supervisors and trainees involved and the Clinic & Community Programs Director.
        Office Assignments & Change Requests
        • Support Director in managing office assignments.
        • Participate in Office Space training to provide ad-hoc support and change requests in the system from trainees in the Clinic.


          Knowledge, Skills, and Abilities
          • Commitment to providing excellent customer service
          • Ability to collaborate with coworkers in other departments as well as students
          • Exhibit empathy, compassion, and kindness
          • Embrace change and be solutions-oriented
          • Strong phone contact handling skills and active listening
          • Strong written communication skills
          • Strong time management and problem-solving skills
          • Excellent organizational and analytical skills with a high level of accuracy and sharp attention to detail.
          • Able to manage several projects at once
          • Able to work independently

            • Bachelor's degree (Health Administration, Public Health, Nursing, preferred)
            • Minimum of one year's experience in social services or healthcare setting
            • Strong interpersonal and communication skills, both oral and written
            • Computer proficiency with Microsoft Office, database, and Internet programs
              Physical and Mental Requirements
              • Ability to clearly and effectively compose emails and correspondence
              • Ability to sit for long periods at a time with constant attention to the computer screen
              • Ability to comprehend complex ideas
              • Ability to develop solutions to problems
              • Ability to work under stress and successfully handle multiple projects
                EOE Statement

                The Family Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

                Reasonable Accommodation Notice

                The Family Institute believes in providing access to employment opportunities for people with disabilities.

Keywords: THE FAMILY INSTITUTE, Evanston , Clinic Coordinator, Healthcare , Evanston, Illinois

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