Clinical Support Specialist

  • Job Tracking ID: 512714-705120
  • Job Location: Depew, NY
  • Job Level: Entry Level (less than 2 years)
  • Level of Education: 2 year degree
  • Job Type: Full-Time/Regular
  • Date Updated: September 30, 2019
  • Years of Experience: Up to 2 Years
  • Starting Date: ASAP

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Job Description:



Support the Speech Therapy, Physical Therapy and Occupational Therapy departments in relation to filing, prescriptions, organizing and dissemination of daily note information. Maintain the client management system (CMS) on a daily basis. This position is responsible for maintaining the client management systems (e.g. CMS, Woodstock, Kinney, monthly billing procedures, community service provision documentation).


Reports To:


Reports directly to the Clinical and Educational Support Supervisor and will receive information regarding essential duties and responsibilities from the Early Childhood Community Services Coordinator, the Speech Therapy, Occupational Therapy, and Physical Therapy Department Heads.






Therapy Support


General duties: data entry, proof-reading, district, county, or department specific report compilations, electronic and paper record keeping and filing, data base creation, maintenance and basic program statistics, and general office duties, i.e. answering phones, filing, copying, scanning, mail.


  • Provide timely responses to Erie and Niagara county school districts and county service coordinators through phone, email or fax contact as it pertains to evaluations and community based services.
  • Assist with Early Intervention and Preschool Evaluation requests and see through to completion of the evaluation(s).
  • Provide timely responses to county service provision requests.
  • Process new service provision assignments.
  • Maintain and manage service provision electronic documents for children.
  • Maintenance of FFS department staff schedules and availabilities.
  • General support to the Department Coordinator as needed.
  • Additional duties as established by department growth.
  • Review daily session notes on CMS for clerical errors at the end of each month and then submit a notification to providing therapist and specific Therapy Department Head for corrections if needed.
  • Review Erie County CPSE Session notes for possible omissions/errors specific to the requirements of the Speech Therapy Department, send notification to therapist for any possible corrections, and then provide all Erie County CPSE speech therapy notes to Speech Therapy Department Head for signature.
  • Generate Outer District (non-Buffalo) School-age sheets following directives provided by each school district. Then submit to therapists and supervisors for signatures.
  • Attach applicable Outer District Billing sheets to copied session notes each month and mail or email required documents to corresponding districts.
  • Input session note information into Kinney system for all Buffalo and Grand Island school age (CSE) students following requirements laid out in webinar.
  • Complete necessary information in Kinney system related to CUDA/COTA requirements
  • Generate scripts for related services in accordance with student’s IEP, and input signed script information into CMS System
  • Review completed session notes for errors and forward documents to therapists for corrections
  • Generate electronic PDF reports of service notes to send to Outer District as per district instructions.
  • Generate, print, and separate Niagara/Erie County CPSE Speech reports, Submit Erie county notes to Speech Supervisor to sign, in accordance with Erie County timetables. Copy all Speech CPSE notes for finance department, and provide originals to Record clerk for filing.
  • When notified of signed OT/PT/SP scripts the Specialist will upload script information into Kinney System for Buffalo School Aged Students
  • Use the Woodstock program to submit Medicaid, El and CPSE documents to Erie County.
  • STAC-5 maintenance (e.g. receive, copy and submit to billing; monthly rolling report).




CMS Administrator


  • Under the direction of the Clinical and Educational Support Supervisor maintain and keep data current in the school’s student database (CMS).
    • Generate weekly attendance records.
    • Work with therapy department heads and school principals in the uploading of new schedules into CMS.
    • Keep all aspects of the client record up-to-date
    • In conjunction with the school leadership team, develop and use systems to capture information required to keep student data up-to-date.
    • Process daily lunch count report and provide it to BVS staff
    • Enter in and keep up-to-date student enrollment information, including meal rates, grade levels and all services that a student receives
    • Orient new employees to the purpose and functionality of CMS
    • Train new teachers and therapists on CMS processes related to the job requirements.
    • Provide refresher training and assistance as needed to teachers and therapists on CMS processes.
    • Keep the CMS data library up-to-date.
    • Change and monitor moderator credentials and assignments within CMS
    • Review and ensure completion of attendance documents
    • Assist and/or provide support to teachers and therapists with the proper recording of attendance.
    • Upload and keep up-to-date student bussing information.
    • Monitor exceptions and potential errors within the system.
    • Conference with the CMS developer for planning and problem solving.
    • Maintain EI, RSO, School-age and Preschool services in CMS
    • Provide substitute coverage to the front desk reception position when needed





Experience and Skills:




  • Possess good time management skills.
  • Possess organizational skills to be efficient in a multi-tasking environment.
  • Show the ability and desire to work as part of a team.
  • Display a high level of written and oral communication skills.
  • Display a high level of interpersonal skills.
  • Display knowledge of computer and ability to utilize word processing and data record keeping programs.
  • Exhibit ability to problem solve and work independently when necessary.
  • Ability to provide customer service at a professional level.


Minimum: An Associate’s degree in one of the following areas: Health Services Administration, Medical Administration Assistant, Medical Reimbursement & Coding, Medical Assisting, Health Information Technology OR a certificate in Medical Office Practice

Preferred: An Associate’s degree in one of the following areas: Health Services Administration, Medical Administration Assistant, Medical Reimbursement & Coding, Medical Assisting, Health Information Technology OR a certificate in Medical Office Practice. At least 1-year of experience in the field.

Job Benefits:

We offer an excellent benefits packing including paid holidays, PTO, health and dental insurance, agency paid life and long term disability insurance, 401k & more!



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