Clinical Asst - SATS:

Mays Landing New Jersey

Req ID: 14427

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

The Clinic Coordinator position requires that the person perform a variety of clerical duties necessary to maintain the daily flow of patients’ appointment information, medical records, reports, and record keeping for the day hospital program.  This person must have the ability to prioritize, manage and complete requests from multiple personnel.

The clinical assistant portion of the job description includes working with other members of the Day treatment Program and the interdisciplinary team. The purpose is to provide a patient care environment that is supportive and safe for children with severe emotional and behavioral disorders and developmental disabilities. The clinical assistant works under the close supervision of the clinical specialist and program manager.

Job Responsibilities

1. Pre-clinic and clinic preparation

  • Prepares and organizes chart for new patients.
  • Provides assistance with scheduling to the intake coordinators.
  • Organizes and restocks clinic cart, which includes patient records, evaluation materials and reference information.
  • Manages all on-site medical records.
  • Assures all necessary information necessary for the clinical team is readily available.


2. Pre-Registration activities

  • Obtains requisite demographic and third party payer information.
  • Verifies information existing in the IDX system regarding the patient.  If no information exists will perform a mini-registration to generate a face sheet.
  • Generates a CSH billing slip for hospital services maintains daily attendance logs.
  • Effectively assesses the families’ understanding of their child’s problems and the expectations they have for evaluation and treatment services.


3. Medical Records

  • Creates and maintains database to assure easy access to patient information.
  • Organizes patient chart to include all necessary forms and information.
  • Completes demographic information on flow sheet in chart.
  • Copies and files appointment letters in chart.
  • Monitors to make sure Release of Information forms are completed, signed and filed in the chart.
  • Monitors to make certain all lab results and consultative reports are filed in the chart in the correct section.
  • Monitors to assure treatment plans are completed and signed.
  • Performs routine chart analysis in order to make certain charts are in compliance with standards.
  • Makes certain charts are returned to the secretarial office.
  • Closes charts on inactive patients after all reports and other appropriate information is filed in the chart.
  • Delivers closed charts to HIM Dept. as soon as services are completed and information is filed.
  • Receives reports from transcriptionist, copies, files and sends appropriately per release form.
  • Writes note in progress section to indicate report has been sent.

Job Responsibilities (Continued)

4. Secretarial

  • Accurately scores parent and teacher behavior rating scale.
  • Photocopies materials for staff and patients, as needed.
  • Monitors office supplies and orders new supplies when necessary.
  • Completes purchase orders for all requested items.
  • Type memos, letters and reports as needed.
  • Assists Manager and other staff with special projects.
  • Participates in Performance improvement activities as requested.
  • Types parent conference summaries.
  • Collects mail and distribute it to the staff.
  • Sends letters to referring physicians regarding patients who do not follow through with appointments.


5. Clinical Assistant responsibilities

  • Provides part time back up coverage for the day treatment staff.
  • Provides daily transportation services to children in the program.
  • Maintains a program environment that is clean, safe, and therapeutic and appropriately equipped for the population served.
  • Assists in providing educational and supportive activities that improve a child adaptive functioning.
  • Incorporates treatment goals and interventions for the child into group and individual program activities.
  • Follows interdisciplinary team recommendations and treatment protocols.
  • Provide ongoing assessment of vehicle maintenance and safety.
  • Maintain all necessary paperwork for the van and for the children transported.
  • Responsible for the timely documentation of clinical information in the patient record.
  • Answers general telephone calls and refers to appropriate staff.
  • Maintains a safe therapeutic and hazard free environment.
  • Provides close supervision to children during classroom and transportation times.
  • Provides clearly delineated series of non-violent crisis intervention strategies to facilitate adaptive functioning.
  • Only as a last resort, when other less restrictive procedures have failed to maintain safety, provide Non-violent Physical Crisis Intervention.
  • Provide supervisor information of the situation when safe.

Required Licenses, Certifications, Registrations


Required Education and Experience

  • High school graduate
  • A minimum of 3 years experience in a medical setting. 
  • Some college experience, Bachelors degree preferred 
  • Prior experience working with children with special needs.
  • Computer experience.

Additional Technical Requirements

  • Excellent organizational skills.
  • Ability to independently follow through with all assignments with minimal explanation and supervision.
  • Ability to prioritize work and meet expectations for all responsibilities in an efficient manner.
  • Familiarity with medical terminology and procedures.
  • Excellent interpersonal skills in order to deal effectively with patients and staff.
  • Knowledge of typical and atypical child development, demonstrated skills working with children in groups, enthusiastic and positive demeanor.

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288 

Email:[email protected]



Basic Qualifications