Office Coordinator

Job Description:

ESSENTIAL JOB FUNCTIONS

1. Performs such front-desk/reception functions as meeting and greeting clients and visitors, answering multi-line switchboard, forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying such demographic information as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone.

2. Enters various client data in electronic information system (e. g., client demographics, clinical assessment summaries (CASs), client eligibility information, client transfers, event changes, annual review updates) and enters other program-specific data (e. g., grants, payee) in various databases.

3. Performs such medical records-related functions as building new legal health records; archiving closed legal health records; pulling legal health records for clinicians in advance of client appointments; filing clinical documentation (e. g., progress notes, treatment plans) in legal health record; managing legal health records by creating new volumes when record grows too large for single file; processing disability requests, releases of information, and subpoenas and court orders; generating correspondence to requestors of information; transferring legal health records from one program site to another; ordering closed legal health records from archives; running deficiency reports on legal health records; recovering files; and performing quantitative analyses of legal health records.

4. Files and maintains variety of correspondence, records, reports, and other documents, related to site's operations, in addition to those related to legal health records.

5. Performs variety of administrative functions, including typing from various sources; data entry, validation, and tracking of service activity logs (SALs); collecting, verifying, and scanning/faxing time sheets; processing requests for mileage reimbursements; as requested by supervisor, generating purchase requisitions

for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings.

6. Maintains site's business systems and processes (e. g., scheduling, filing, data entry, billing, daily deposits, medical records), consistent with SCS's standardized business practices; regularly evaluates site's business systems and processes to ensure adherence to SCS's standards; identifies and resolves problems with existing business systems and processes and, as needed, makes recommendations for improving existing systems and processes.

7. Runs miscellaneous reports, on request (for example, time sheet verification, caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports; performs work site's IT functions.

8. Participates in daily deposit process, including daily deposit reconciliation.

9. As needed, monitors division's fiscal status, researching all billing issues (e. g., Medicaid and private insurance rejections); completing event changes, as necessary; and participating in planning/budgeting processes, particularly related to IT capital budget needs.

10. Maintains work site's petty cash account and makes miscellaneous program purchases (e. g., snacks from Sam's Club) within program and budget limits.

11. Monitors work site's inventory of office supplies and orders supplies, as needed.

12. Processes all maintenance and repair requests, coordinating as appropriate with Properties Management or lessor/landlord.

13. Performs such medical treatment-related administrative functions as processing prior authorizations, calling in prescriptions to pharmacy, coordinating lab appointments, and processing lab results.

14. Performs administrative functions involved in utilization review (UR) process (e. g., tracking number of clients/clinician, case load reporting, follow-up on UR deficiencies).

15. Serves as work site's liaison to Human Resources and, as needed, generates Personnel Information Documents (PIDs) and personnel requisitions for all site staff, both business and clinical.

16. Serves as work site's liaison to Payroll.

17. Serves as work site's liaison to Accounts Receivable, performing various billing functions (e. g., grants, case management), ensuring that site's clinical services are billed properly and timely, and following up on and resolving billing rejections.

EDUCATION

* Up to eighteen months of education or training beyond high school in Personnel Administration or Office Administration or a related field.

EXPERIENCE

* Three to four years' administrative experience using basic secretarial skills.

* Advanced knowledge of Microsoft Office Suite.

* Typing speed 50 - 60 word units per minute.

* Good oral and written communication skills.

* Good interpersonal skills.

PHYSICAL DEMANDS

* Position has no unusual physical demands.

* Occasional minor discomforts from continual exposure to video display terminal.

Time Type: