Administrative Coordinator

FLSA Status: Non-Exempt

Reports to: Executive Director

Our Mission: It is our mission as an organization to provide a comprehensive rehabilitation and support program and promote the quality of life for the people we serve. NeuLife Rehabilitation of Michigan provides post-acute rehabilitation and residential services for individuals with Traumatic Brain Injury (TBI), Acquired Brain Injury (ABI), Spinal Cord Injuries, and Neurological Disorders.

Summary: The Administrative Coordinator provides high-level administrative support to leadership and key departments to ensure proper coordination of complex scheduling and management of neurorehabilitation processes. They oversee all aspects of a person-served file from intake to discharge, including medical billing, insurance verification, and claims processing, ensuring accurate documentation and timely submissions. Strong professional communication with team members, families, the community, and external stakeholders is essential to the role's success

Primary Responsibilities

• Answer/triage/transfer all incoming company calls in a timely fashion
• Retrieve and open mail daily
• Scan all accounts payable invoices into Bill.com
• Log all provider check payments into a financial spreadsheet
• Order supplies for the organization as scheduled
• Responsible for vendor management and providing resolutions to issues that may occur
• Primary owner and gatekeeper to manage and input all changes to the persons served medical record into PCC (admissions, location changes, discharges)
• Clinical scheduling in a web-based platform with daily clinical changes as needed
• Management of medical-based appointments, including coordination of scheduling needs with residential teams and other departments
• Management of prescription expiration dates in coordination with nursing and other departments
• Communication to participants/stakeholders of clinical schedules (electronic or USPS)
• Scheduling changes as needed in coordination with the residential team
• Processing of clinical documentation, including some basic CPT code knowledge
• Monitoring Point Click Care or other documentation platforms to ensure Electronic Medical Records are complete and accurate.
• Weekly communication residential/clinical census and forecast
• Maintenance of participant reports or other communication to external stakeholders
• Maintenance of supporting documentation for participant files per program/CARF guidelines, including annual updates.
• Communication of admission/discharge or other routine documentation to secure necessary signatures for participant files.
• Mail processing, less any urgent documents/materials
• Knowledge of daily participant census processing in designated platform or system
• Oversight/management of supply ordering, as approved
• Understand AFC and CARF standards
• Other duties as assigned

Qualifications:

• HS diploma. Bachelor's degree preferred
• 2 or more years of experience in working with developmentally disabled or catastrophically injured individuals, including traumatic brain injury preferred
• Medical billing experience and Point Click Care experience a plus
• Empathy and genuine desire to help persons served to improve their quality of life
• Attention to detail and the ability to prioritize independently
• Outstanding communications skills
• Proficient customer service skills
• Advanced knowledge of MS Office
• Must be able to pass a level II background check

Physical Requirements:

• Ability to remain in a stationary position for long periods
• Ability to walk and stand for long periods
• Ability to operate computers and other office machinery
• Ability to move objects weighing up to 50 pounds
• Willingness to Travel Locally 20%

American with Disability Act Statement: External and internal candidates, as well as position incumbents who become disabled, must be able to perform the essential job-specific functions (listed within each job-specific responsibility) either unaided or with the assistance of a reasonable accommodation to be determined by the company on a case-by-case basis.

Job Type: Full-time

Starting Rate: $19.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Medical/Dental/Vision insurance
• Floating holidays/PTO

Schedule:

• 8 hour shift
• Day shift

Work Location: In person (Zipcode: 48036 or 48083)