Overview
The Psy Center for Counseling & Evaluations is a growing private psychology practice specializing in psychological, neuropsychological, psychoeducational, forensic, occupational, and immigration evaluations.
We are seeking a highly organized, technology-proficient Psychological Assessment Documentation Coordinator to manage the administrative production workflow for psychological evaluation reports.
This is not a clinical interpretation or independent report-writing position. The coordinator will not diagnose patients, interpret psychological test results, formulate clinical opinions, or develop treatment recommendations. Instead, the coordinator will organize case materials, verify that required records have been received, prepare and redact documents, operate standardized documentation workflows, coordinate quality-review cycles, and prepare draft reports for final review by the supervising psychologist.
This position is well suited for a psychology student, recent psychology graduate, graduate-school applicant, research assistant, clinical documentation specialist, or other professional with exceptional organization, writing, technology, and quality-control skills.
Primary Responsibilities
Case and Records Management
- Create and maintain an organized documentation file for each assigned evaluation.
- Confirm that required intake forms, questionnaires, records, test results, and collateral documents have been received.
- Maintain case-specific records checklists and identify missing documents.
- Follow up internally regarding missing, incomplete, illegible, or duplicate materials.
- Organize medical, educational, occupational, legal, and collateral records according to established naming and filing conventions.
- Arrange records chronologically and prepare structured source indexes or timelines when required.
- Identify apparent inconsistencies, missing pages, duplicate records, and unclear dates for further review.
Document Preparation and Redaction
- Prepare case materials for use within approved documentation systems.
- Redact personally identifying and protected health information according to established practice procedures.
- Confirm that redacted materials do not contain names, dates of birth, addresses, contact information, record numbers, or other prohibited identifiers.
- Maintain strict separation between identifiable clinical records and de-identified documentation materials.
- Complete a formal redaction quality check before any material is transferred into an approved external system.
- Immediately report any potential privacy or security incident.
Technology & AI-Assisted Documentation
- Learn and operate standardized AI-assisted documentation workflows developed by the practice.
- Prepare de-identified source materials for approved documentation platforms.
- Execute standardized prompting procedures using practice-approved AI technologies.
- Critically review AI-generated drafts for accuracy, completeness, formatting, and consistency.
- Compare all draft content against source documentation to identify unsupported statements, omissions, inconsistencies, or factual errors.
- Revise AI-generated drafts through multiple structured review cycles using established prompts, quality-control checklists, and psychologist feedback.
- Maintain strict quality assurance standards before any draft is submitted for psychologist review.
AI is used as a productivity and documentation support tool only. Clinical judgment is never delegated to AI. All diagnostic impressions, interpretations, recommendations, and final reports are independently reviewed, edited, and approved by the supervising licensed psychologist.
Documentation Workflow Coordination
- Follow standardized prompts, templates, checklists, and operating procedures without unauthorized modification.
- Upload approved, de-identified source materials into designated documentation platforms.
- Run established drafting and revision workflows using practice-approved technology.
- Transfer draft output between approved systems for structured quality review.
- Submit revision instructions using established prompts and checklists.
- Continue the review-and-revision cycle until the draft meets predefined readiness standards.
- Maintain accurate version control and clearly identify the current working draft.
- Prepare the completed draft for review by the supervising psychologist.
Quality Assurance
- Review drafts for completeness, internal consistency, formatting, grammar, and template compliance.
- Confirm that all available source materials have been incorporated where required.
- Compare draft content against source documents to identify unsupported statements, omissions, contradictions, or factual errors.
- Identify inaccurate dates, names, pronouns, test titles, scores, records, and collateral sources.
- Check for repetitive language, unfinished placeholders, template remnants, formatting problems, and missing sections.
- Confirm that the draft does not contain fabricated citations, unsupported clinical conclusions, or information belonging to another case.
- Document unresolved questions for the supervising psychologist.
- Complete a final pre-review checklist before submitting the draft.
Administrative and Process Support
- Maintain documentation trackers, case-status logs, and report-production deadlines.
- Monitor assigned cases and communicate when records, clarification, or psychologist input are needed.
- Maintain organized electronic files in Microsoft 365 and approved practice systems.
- Assist with improving documentation checklists, templates, and standard operating procedures.
- Participate in training, workflow reviews, and quality-improvement activities.
- Perform other related documentation and administrative duties as assigned.
Scope and Clinical Boundaries
The Clinical Documentation Workflow Coordinator does not independently:
- Interpret psychological or neuropsychological test results.
- Determine or recommend diagnoses.
- Formulate differential diagnoses.
- Develop clinical, educational, occupational, or treatment recommendations.
- Provide psychological services or clinical advice.
- Communicate clinical conclusions to patients or referral sources.
- Approve, sign, release, or finalize psychological reports.
- Modify locked clinical templates or standardized prompts without authorization.
All diagnoses, interpretations, clinical opinions, recommendations, and final reports remain the sole responsibility of the supervising licensed psychologist.
Required Qualifications
- Bachelor’s degree completed or currently in progress in psychology, behavioral science, social science, health sciences, English, communications, information management, or a related field.
- Strong interest in psychology, psychological assessment, research, or clinical documentation.
- Exceptional attention to detail and ability to detect inconsistencies.
- Strong written communication, grammar, proofreading, and editing skills.
- Demonstrated ability to follow detailed instructions and standardized procedures.
- Strong organizational and file-management skills.
- Ability to manage multiple cases, deadlines, and document versions accurately.
- Strong computer proficiency and ability to learn new systems quickly.
- Experience using Microsoft Word, Outlook, Teams, and cloud-based document systems.
- Ability to work independently while communicating questions and concerns promptly.
- Ability to maintain strict confidentiality and comply with HIPAA and practice privacy requirements.
- Reliable internet connection and a private, secure remote workspace.
- Current residence in Washington State.
Preferred Qualifications
- Bachelor’s degree or current enrollment in psychology.
- Plans to pursue graduate training in clinical psychology, counseling psychology, neuropsychology, or a related field.
- Experience as a research assistant, medical records assistant, clinical administrative assistant, legal assistant, documentation specialist, or healthcare office employee.
- Experience reviewing, organizing, summarizing, or redacting records.
- Familiarity with psychological evaluations or behavioral-health documentation.
- Experience with Microsoft SharePoint and Adobe Acrobat.
- Experience using structured prompts, large-language-model platforms, or other advanced documentation technology.
- Prior HIPAA training.
- Experience working remotely with confidential information.
Ideal Candidate
The strongest candidate will be:
- Meticulous and highly organized.
- Comfortable completing repetitive, detail-intensive work accurately.
- Able to follow locked procedures rather than improvising.
- Skilled at identifying missing information, inconsistencies, and formatting errors.
- Technologically confident and willing to learn new systems.
- Receptive to direct feedback and repeated quality review.
- Dependable, responsive, and able to meet deadlines.
- Interested in gaining exposure to psychological assessment and professional report-production workflows.
- Clear about the distinction between administrative documentation support and clinical decision-making.
Schedule and Work Arrangement
- Approximately 10–20 hours per week initially.
- Hours may increase based on performance, competency, and case volume.
- Flexible scheduling is available, but regular availability and dependable turnaround times are required.
- Occasional in-person meetings or additional training may be required.
- This is a part-time, nonexempt W-2 position.
Compensation
- $23.00–$28.00 per hour, depending on education, relevant experience, writing ability, and demonstrated competency.
- Paid training on practice-specific procedures and systems.
- Formal performance and workload review after approximately 90 days.
- Opportunity for increased hours and responsibilities as the practice grows.
Application Requirements
Please submit:
- Résumé.
- Brief cover letter explaining your interest in psychological assessment and documentation workflows.
- Current education or training status.
Selected candidates may be asked to complete a brief paid skills exercise involving document organization, redaction review, proofreading, and identification of inconsistencies.
Compensation based on education, experience, and demonstrated competency.
Pay: $22.00 - $30.00 per hour
Work Location: In person
