Clinical Systems Coordinator

Irvine, CA, USA|

Job Overview

Compensation

Hourly

Range $25.00 - $30.00

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee assistance program

Professional development opportunities

Flexible work schedule

Job Description

Easterseals Southern California has been a beacon of hope and inclusion for over a century, transforming lives every day through its commitment to championing independence for individuals with disabilities. As one of the leading nonprofit organizations in the region, Easterseals Southern California delivers essential services that include early childhood programs, autism services, employment and independent living support. Serving more than 29,000 people annually, the organization is dedicated to breaking down barriers and fostering opportunities for the one-in-four Americans with disabilities through advocacy, education, and comprehensive care.

The organization’s holistic approach combines advanced clinical services, community outreach, and innovative support programs in a nurturing environment designed to empower individuals and maximize their potential. With a strong reputation for excellence and a rich history of community involvement, Easterseals Southern California continuously evolves its offerings to meet the changing needs of the populations it serves. The integration of cutting-edge technology and a dedicated team of professionals underscores its mission to provide customized, impactful solutions.

This role as the primary gatekeeper for the organization’s Practice Management (PM) and Electronic Health Record (EHR) platforms is critical to maintaining the integrity and accessibility of clinical documentation. The position ensures that all records are accurate, compliant with auditing standards, and properly managed to support high-quality clinical care and efficient organizational workflow. Pay for this position ranges from $25 to $30 per hour, reflecting the specialist expertise required.

The incumbent will manage the unlocking and unsigning processes for session notes, analyze billing and payroll discrepancies, and ensure corrections meet documentation standards. Key responsibilities include overseeing participant profiles, managing secure archiving, and ensuring accurate data upload during system downtimes. Regular audits of unsigned notes are conducted to maintain compliance with filing requirements. The role requires close collaboration with clinicians and various departments to enforce organizational policies aligned with regulatory billing requirements and labor laws.

Working within a supportive and mission-driven environment, the candidate will engage in continuous process improvement, helping to shape clinical data management practices and contribute to the overall success of the organization’s healthcare services. This position demands critical thinking, attention to detail, strong communication skills, and proficiency with health informatics and related software. The Easterseals Southern California team offers an inclusive and dynamic workplace where dedicated professionals can thrive while making a tangible difference in their communities.

Job Requirements

Bachelor's degree in health informatics, information technology, computer science, medical billing, or a health-related field preferred
1-2 years' experience working in a clinical setting
1-2 years' experience working directly with EHR systems
Experience with system updates, module rollouts, or data migration preferred
Experience in regulatory compliance, payroll administration, or revenue cycle management preferred
Ability to follow established documentation, privacy, and retention standards and apply them consistently
Critical thinking skills including the ability to evaluate workflow changes impact
Ability to work collaboratively with cross-functional teams
Proficiency in Microsoft Office Suite
Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and FBI
Must pass all required drug testing by Easterseals Southern California

Job Qualifications

Bachelor's degree in health informatics, information technology, computer science, medical billing, or a health-related field preferred
1-2 years' experience working in a clinical setting
1-2 years' experience working directly with EHR systems
Knowledge of system updates, module rollouts, or data migration preferred
Experience in regulatory compliance, payroll administration, or revenue cycle management preferred
Proficiency in Microsoft Office Suite
Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and FBI
Ability to pass required drug testing

Job Duties

Manages unlocking and unsigning process for session notes in accordance with established documentation and compliance procedures
Analyzes billing and payroll discrepancies to determine corrective action and provide clear guidance to associates on required next steps
Reviews correction requests from BCBAs and BI/BTs to ensure edits align with documentation standards and compliance protocols prior to re-finalization
Escalates exceptions per established guidelines
Oversees the full lifecycle of participant profiles within the system, including manual creation of new client records and secure archiving/removal of discharged participants
Manages the digitization and uploading of downtime forms
Ensures paper-based session data is accurately uploaded and linked to the correct client record for billing and clinical tracking during system outages
Conducts periodic audits of the unsigned notes queue to ensure timely filing and prevent sessions from remaining in draft status
Interfaces with clinicians and other departments to enforce procedures adhering to regulatory billing requirements and labor law mandates