POSITION TITLE: Outpatient Services Coordinator

REPORTS TO (TITLE): Director of Clinical Services

EMPLOYEE PAY STATUS: Non-Exempt

DESCRIPTION OF POSITION:

The Outpatient Services Coordinator performs varied secretarial and clerical duties for the Director of Clinical Services. They assist with a variety of assignments and office functions and enhances department effectiveness by providing information and support to the Clinical Services Director.

KEY RESPONSIBILITIES:

• Prepare attendance logs daily for each track and stamps group notes for each expected attendee.
• Initiate and maintain and distribute admission and discharge sheets and email to administration at the end of the day.
• Maintain accuracy of attendance boards and pending boards. Assures absences are noted as well as attendees checked off. Update travel changes as will scheduled changes (“tapers”) Call in lunch count to dietary and serve lunch when necessary.
• Assure charts are available for new admissions and all appropriate forms are present for each newly admitted patient. Make photocopies of assessments from previous records as appropriate.
• Take photograph and orient new patients to facility – this includes tour of physical plant unless patient has been previously in the hospital program and declines. Provide attendance slip for appropriate group.
• Transcribe treatment orders in a thorough and accurate manner. Make out lab slips as necessary and assure diet slips are given to Dietary department. Obtain approval/signature of RN.
• Maintain accuracy of Admission and Discharge Log.
• Maintain accuracy of H&P Log and assist physicians with H&P as necessary. Notify physician of a H&P consult needed.
• Assures previous record available for physician (medical), psychiatrist, and staff for initial assessments.
• Assure accurate tracking for all non-attendance and no-shows. Call all patients not present and document reasons on non-attendance log and in patient chart. Advise Program Manager of unusual circumstances. If patient has not yet started program, document attempts to reach client on 1371.
• Stamp and file group notes, assessments, At-Home Reports, labs, etc. Check for date and accuracy. Assure that there is an entry for each group or explanation why patient was not in group.
• Audit discharge charts for inaccuracies. Assure all pages are stamped and dated, all appropriate assessments (including copying of assessments) are in order, labs are filed if ordered, CD counselor has completed treatment plan.
• Order supplies and maintain adequate supplies of all forms and supplies. Prepare orders for manager approval.
• Provide photocopy and fax services as requested.
• Maintain open charts in an orderly fashion and assure accurate labeling. Assist with chart audits.
• Maintain tracking log, daily staffing report and assist with month end report.
• Assist with data collection for performance improvement activities.
• Provide guidance to the Admissions Clerk/Insurance Verifier with the establishment of payment schedules for patient’s families.
• Ensure the effective functioning of all department office equipment, and coordinates with appropriate vendors for repairs as needed.
• Promotes and maintains harmonious and effective relationships and communications within the department and with other departments.
• Assists the Program Director and Manager with the safety program.
• Transcribes and distributes minutes of administrative meetings, as assigned.
• Completes incident reports as assigned.
• Collaborates with other administrative staff in strategic planning activities with the goal of ensuring ongoing effectiveness of the program.
• Acts as program information systems administrator, including performing backups, acting as liaison between Hospital Information systems staff and program staff.
• Ensures that required client demographic and financial information is entered into contracting county’s management information systems.
• Ensures that required billing information is entered into contracting county’s information system and balances are the same as program information.
• Provides billing information to the Business Office and to ancillary providers as required.
• Coordinates and supervises the program account’s payable function.
• Maintains the program petty cash fund account, if system allows.
• Other duties as assigned.

Minimum Requirements:

Education and Licensing:

• High School diploma or equivalent, required.
• Bachelors’ degree, preferred.

Knowledge and Experience:

• Minimum of two (2) year experience in a health care facility, preferred.
• Two (2) year of office management experience, required.
• Valid driver's license, required.
• Must have knowledge of medical terminology and must be able to type 30 wpm.

Skills and Abilities:

• Communicates appropriately and clearly to the Director of Clinical Services.
• Communicates the mission, ethics and goals of the facility, as well as the focus statement of the department.
• Maintains a good working relationship within the department and with other departments. Is open to feedback from others and implements required changes without resistance.
• Exhibits calm and controlled attitude; does not overreact to allow his/her own actions to further deteriorate the situation.
• Speaks with authority in a calm and clear voice, uses proper selection of words and has knowledge of when and how to use them.
• Directs the behavior of the patient to ensure compliance with facility rules and enforces rules governing patient supervision in an unbiased and professional manner.
• Follows safety procedures in a calm manner and responds quickly when an alarm sounds or a code is announced.
• Accepts feedback in a positive manner and applies it to improve performance and further learning.
• Completes annual educational requirements and maintains regulatory requirements.

Physical Requirements:

While performing the duties of this job, this position is frequently required to do the following:

• Use standard office equipment and access, input, and retrieve information from a computer. Use computer keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time.
• Communicate effectively in person or via telephone in a manner which can be understood by those with whom the person is speaking, including a diverse population.
• Give and follow verbal and written instructions with attention to detail and accuracy.
• Perform complex mental functions and basic arithmetic functions; interpret complex laws, regulations, and policies; collect, interpret, and/or analyze complex data and information.
• Vision: see details of objects at close range.
• Coordinate multiple tasks simultaneously.
• Reach forward, up, down, and to the side.
• Sit or stand for minimum periods of one hour at a time and come and go from the work area repeatedly throughout the day.
• Lift up to twenty-five (25) pounds.

Job Type: Full-time

Pay: $23.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Outpatient Coordinator: 1 year (Preferred)
• Health Care Facility: 2 years (Preferred)
• Office management: 2 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person