Office Coordinator

Outpatient Office Coordinator

Status: Non-Exempt

Department/Division: Outpatient/Admin

Direct Supervisor: Outpatient Clinical Manager

Schedule: 8AM - 4:30PM

Job Summary

The Office Coordinator at our Outpatient Treatment Center for Addiction Medicine plays a critical role in ensuring the smooth operation of our facility. This position involves managing day-to-day administrative tasks, supporting clinical staff, and providing exceptional customer service to patients. The Office Coordinator will be the first point of contact for patients and visitors, ensuring a welcoming and professional environment. This role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced healthcare setting. This role is pivotal in ensuring the efficiency and effectiveness of our treatment center, contributing to the overall success of our mission to provide compassionate and comprehensive care to individuals battling addiction.

Essential Functions

• Front Desk Management
• Greet patients and visitors in a courteous and professional manner.
• Manage the check-in and check-out process for all patients.
• Answer and direct phone calls, taking messages as necessary.
• Appointment Scheduling
• Coordinate and schedule patient appointments, ensuring efficient use of clinic resources.
• Send appointment reminders and follow-up calls as needed.
• Manage the clinic’s calendar, including staff meetings and events.
• Patient Records Management
• Maintain accurate and up-to-date patient records, ensuring confidentiality and compliance with HIPAA regulations.
• Prepare and manage patient files for new and existing patients.
• Assist with the collection and documentation of patient information.
• Administrative Support
• Provide administrative support to clinical staff, including managing correspondence, preparing documents, and handling office supplies.
• Assist with billing and insurance verification processes.
• Coordinate and manage office supplies inventory, ensuring necessary supplies are ordered and stocked.
• Customer Service
• Address patient inquiries and concerns promptly and professionally.
• Facilitate communication between patients, clinical staff, and external providers.
• Ensure a welcoming and supportive environment for all patients and visitors.
• Coordination and Communication
• Collaborate with clinical and administrative staff to ensure smooth operation of the treatment center.
• Assist in the coordination of treatment plans and patient care activities.
• Communicate effectively with patients, families, and other healthcare professionals.
• Compliance and Quality Assurance
• Ensure compliance with all clinic policies and procedures.
• Assist in maintaining a safe and clean office environment.
• Participate in quality assurance activities and support continuous improvement initiatives.
• Perform other related duties as assigned by the Clinic Manager or other senior staff.
• Assist with special projects and events as needed.

Knowledge, Skills, & Experience

• High school diploma or equivalent; additional education or certification in addiction medicine or related healthcare administration is a plus.
• Valid Identification Card
• Negative or noncommunicable TB test
• CPR/First Aid Certification
• Minimum of 2 years of experience in healthcare or healthcare administration
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, Google Suite, and familiarity with electronic medical records (EMR) systems.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Understanding of HIPAA regulations and commitment to maintaining patient confidentiality.