Medical Services Coordinator

Medical Services Coordinator

Kaplan House (Manhattan) provides therapeutic and support services to adolescents ages 16–21 referred through ACS and the Juvenile Justice system. Residents have experienced significant trauma, resulting in behavioral, emotional, and functional/developmental challenges. Kaplan House offers a comprehensive independent living skills program, including vocational preparation and educational services, to support youth in achieving independence.

The Medical Services Coordinator works in conjunction with the Registered Nurse/Office Manager to support the medical and administrative needs of the resident population. Responsibilities include, but are not limited to, scanning and maintaining client files, scheduling appointments, and escorting and interfacing with residents and vendors.

Key Essential Functions

• Complete tasks assigned by the Nursing Supervisor / 29i Team Director
• Engage residents in all aspects of program participation.
• Collaborate with clinic, medical, and CPI departments.
• Create and maintain appointment calendars for youth.
• Assist youth with scheduling, reminders, and planning for appointments, including Primary Care, Dental, Sexual and Reproductive Health, and specialty services; coordinate communication with providers and internal teams, track referrals and authorization status, and support follow-up and appeals for denied services.
• Escort youth to appointments.
• Answer calls, take accurate messages, and route calls appropriately.
• Enter notes into My Avatar and Connections regarding interactions with youth and routine documentation.
• Routinely enter and update client information in various databases, including outside provider information
• Collaborate with the Clinical Director to ensure that consents for obtaining medical records and authorizations for routine treatment and emergency care are completed accurately and in a timely manner.
• Establish and maintain rapport with outside community providers via phone, email, or in person as needed.
• Assist with and participate in program events; maintain medical bulletin boards as assigned.
• Perform clerical duties such as filing, data entry, and supply storage.
• Manage and update departmental databases.
• Perform other duties as assigned.

Core Competencies

• Excellent engagement skills
• Compassion and patience.
• Strong verbal and written communication skills
• Attention to detail and ability to pivot as needed.
• Ability to work independently and as part of a team.

Education/Training Required

• BA degree: child welfare experience preferred.

Experience Required / Language Preference

• Bilingual preferred (Spanish, Creole, etc.)
• Experience with high-risk population is preferred.
• Office experience is preferred.

Computer Skills Required

• Familiarity with Windows, Microsoft Word, and Electronic Health Records (EHR)
• Ability and willingness to learn new systems and application software.

Visual and Manual Dexterity

• Ability to read paper and electronic documents and perform significant data entry.
• Manual dexterity and hand-eye coordination to operate office equipment.

Work Environment / Physical Effort

• Ability to lift and carry supplies.
• Ability to walk up and down stairs.
• Ability to effectively navigate NYC public transportation, including subways and buses.

We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.