Office Coordinator

BACKGROUND:

Established in 2006, Hope For The Warriors (HOPE) is a civilian, 501(c)(3) non-profit organization. The mission of Hope For the Warriors is to restore the quality of life for post-9/11 service members, their families, and families of the fallen who have sustained physical and psychological wounds in the line of duty. Hope For The Warriors is dedicated to restoring a sense of self, restoring the family unit, and restoring hope for our service members and our military families.

CORE VALUES:

Hope For The Warriors understands the challenges, pride, and joy of being a military family. For today, tomorrow, and years to come, we will strive to meet the changing needs of service members and their families. Additionally, we value community. Through our grassroots philosophy of interacting with the communities Veterans live and work in, we establish and nurture the relationships that have become the foundation of our support.

POSTION OVERVIEW:

With a multidisciplinary team of psychiatrists, psychologists, licensed clinical social workers, licensed chemical dependency counselor, case managers, and veteran outreach workers, the clinic offers high-quality, evidence-based, and personalized outpatient mental health treatment tailored to meet the specific needs of veterans, particularly those from the Iraq and Afghanistan wars, and their families. The Cohen Clinic is part of the Cohen Veterans Network, a national nonprofit (501c3) network of clinics.

Under the general direction of the Clinic Operations Manager, the Office Coordinator is responsible for maintaining front desk operations, ensuring appropriate administrative documentation is up to date, uploading all paperwork into EHR, onboarding new staff, setting up new staff equipment, referral management, a small portion of billing procedures, medical record management, and other tasks as assigned. Provides support to the Cohen Clinic at Hope For The Warriors as the first contact for services. The Office Coordinator will be the backup for the receptionists.

Responsibilities

• Assisting clients with billing-related matters; assisting clients and/or staff in resolving insurance-related problems
• Conduct initial intakes with veterans and /or family member as needed
• Prepare reports as requested by Clinic Director, Lead Clinician and of Clinic Operations.
• Operates the main switchboard at the Cohen Clinic by routing calls, assisting with outgoing calls, long distance calls, etc.
• Work alongside the main receptionist for the Cohen Clinic, greeting and appropriately directing visitors and staff.
• Greet clients, copy photo identification and any insurance information for client file.
• Serves as primary back-up for Cohen Clinic staff in taking and distributing messages as needed.
• Reports problems with the telephone system to appropriate staff and coordinates with service personnel as needed to correct problems.
• Processing and uploading intake packets to the EHR
• Tracks all office equipment, maintaining spreadsheet of staff equipment assignments
• Leads client medical record initiatives, processes ROI’s and medical record requests, uploads medical records to the EHR and sends out medical records as needed
• Manages medical record requests from client and third party requests
• Maintains current information on all clinic services and other community services to assist consumers, staff, and the general public in accessing the Cohen Clinic and other community services
• Serves as general back-up to administrative support staff performing tasks such as faxing, preparing documentation for distribution internally or external mail out, copying, and meeting preparation
• Participates with office manager in the managed care billing process responsibilities including discussion of insurance copayment
• Manages all referrals sent to the clinic
• Maintains a daily log of accounts receivable checks and consumer checks, mailed to the Cohen Clinic
• Primary contact for external courier service
• Oversees functions of the day shift cleaning patrol and insurance coding and claims provides supervision as needed
• Presents a professional image, maintaining a calm, professional manner knowing that some callers are consumers or family members and may be agitated, stressed, or present a difficult communication situation
• Performs other duties as assigned

Qualities

• Exceptional Communicator: Demonstrated success establishing relationships with customers, members of the community, the Board, and team members at all levels of an organization.
• Team Builder: Demonstrated ability to leverage the strengths of diverse teams (both internal and external), coach, mentor, and hold team accountable to achieve results.
• Strategic Thinking: Proven capacity to listen actively and synthesize multiple pieces of disparate information into a coherent vision that aligns with the organization’s strategy and move it to successful operationalization.
• Multitasker: Ability to juggle multiple opportunities to drive results on several important projects simultaneously.
• Ability to Succeed in a Not-for-Profit Environment: Demonstrated experience working successfully within a highly collaborative and collegial organization. Comfort rolling up one’s sleeves up and engaging in day-to-day operations. Passion for and commitment to the clinic’s mission.
• Political Savvy: Can maneuver through complex situations effectively. Plans appropriately to seize potential opportunities and avoid potential conflicts in service of realizing overarching goals.

Qualifications

• Bachelor’s degree in Healthcare Administration, Psychology, Social Work, Business, or related field (preferred), or demonstrated progress toward a bachelor’s from accredited college or university with at least 5 years of relevant experience.
• 3 years of experience in a medical, mental health, or healthcare office
• 3 years of experience with insurance verification, medical records, and referral management
• Experience working with 3rd-party payers, coding, billing, posting, and adjudication of claims.
• Experience collecting, analyzing and reporting financial data
• Demonstrated knowledge about the appropriate and effective use of protected health information, the Health Insurance Portability and Accountability Act of 1996 and the Health Information Technology forEconomic and Clinical Health Act.
• Excellent customer service.
• Must been able to work independently or as part of a team, anticipate problems and generate solutions and demonstrate flexibility and sensitivity when engaging with staff and clients.
• Excellent written and oral communication skills; ability to digest and distill complex subjects into clear messages.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The qualified employee will work in a dynamic office setting, and interact with staff, consultants, and outside vendors, therefore he/she may be subjected to interruptions throughout the workday. The position will require some flexible hours, and when applicable, local and national travel will be required.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position requires the ability to sit for sustained periods of time, travel and drive. The vision requirement includes close vision. The employee is occasionally required to lift up to 30 pounds.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Work Location: In person

Salary : $50,000 - $60,000