Program Office Coordinator (FROG Care Clinics)

Job Summary:

The FROG Care Clinics Program Office Coordinator provides administrative and operational support to ensure efficient, compliant, and organized functioning of the clinic’s day-to-day operations. This role supports front-end systems, referral coordination, administrative relationships between partners, training infrastructure, and regulatory compliance, including HIPAA.

Duties & Essential Job Functions:

1. Manages day-to-day operations of the clinic front desk ensuring proper handling of tasks such as scheduling, client intake, communication, and assisting clients and staff with non-medical issues.
2. Manages additional administrative staff across clinics by recruiting, selecting, and appraising performance of employees; ensuring a safe and secure work environment; developing personal growth opportunities. Ensures coordination of efforts, proper communication, and consistent service levels of administrative staff across all clinics.
3. Promotes quality patient service by advising and training office staff on changes in protocols; developing and implementing quality standards; maintaining a collaborative patient services work environment.
4. Provides logistical support by coordinating clinician schedules, appointments, and room usage
5. Oversees completion of client registration, consent forms, and other required documentation. Ensures documents are properly filled out, filed, secured, and accessible as needed.
6. Maintains secure handling of protected health information (PHI) and ensures HIPAA compliance across all administrative and data systems.
7. Documents information by implementing and maintaining data systems and patient reports in compliance with internal policy and other governing regulations. Assists with audits, compliance documentation, and reporting preparation.
8. Supports onboarding processes for trainees, staff, and supervisors
9. Tracks and maintains various data including but not limited to clinical hours, supervision logs, and training documentation
10. Assists with billing processes and insurance verification when applicable
11. Assists with various data collection efforts for program evaluation and outcome reporting
12. Performs other related duties as assigned.

Required Education & Experience:

• Bachelors’ degree or equivalent experience required.
• 3 years’ experience in a health care setting including supervision of office staff and Knowledge of HIPAA and confidentiality standards required

Preferred Education & Experience:

• Experience with Electronic Health Record or scheduling systems

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of HIPAA and confidentiality standards required
• Knowledge of communication and interpersonal techniques.
• Knowledge of basic accounting processes.
• Knowledge of specific job-related programs.
• Knowledge of customer service techniques.
• Knowledge of medical/legal standards pertaining to health care facilities operations.
• Skill in some or all components of Microsoft Office.
• Skill in the navigation of Microsoft Windows.
• Strong organizational and communication skills
• Ability to work in a team environment.
• Ability to develop and maintain productive collaborative relations.
• Ability to develop and implement training programs.
• Ability to manage multiple administrative tasks simultaneously.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.