Office Coordinator

Please Note: 2 positions available. 1 in Residential Program and 1 in Outpatient Program

Purpose

Under the supervision of the Snr VP of Administration, the Office Coordinator serves as the receptionist and provides administrative support to the program, including but not limited to keeping, updating, and maintaining records by getting the appropriate information from the treatment team.

Essential Functions

• Confidently greet all visitors, including members, providers, and guests, welcoming them to The Haven and providing assistance as needed. Maintain visitor log.
• Answers a multi-line telephone for the office, performing warm transfers, taking messages that are documented according to protocol, or providing general information regarding The Haven’s services and other available community resources.
• Provide administrative support to program staff including but not limited to managing group outlook calendar; scanning documents to medical records; printing; assistance with computer, A.V. and printing equipment; filing and retrieval of documents.
• Archiving Supervision attendance records and Team Time notes.
• Receives payments and handles mail according to Finance Policies and Procedures.
• Prepares Cash Logs in accordance with Finance Policies and Procedures.
• Performs custodial acts of Petty Cash fund in accordance with Finance policies and procedures.
• Corrects census report issues.
• Document in-kind donations in E-Tapestry.
• Maintains an office supply inventory for the program and orders special items as requested in accordance with the Finance policies and procedures for purchasing. Manages costs to budget.
• Ensures that documentation is uploaded appropriately into electronic medical record as requested.
• Run required reports from Electronic Health Record and other designated programs, as requested and/or scheduled.
• Verify member insurance coverage as requested.
• Assist members with applying for AHCCCS online
• Maintain HIPAA/Confidentiality standards at all times
• Prepare appropriate correspondence for members as necessary.
• Perform notarial acts.
• Ensure safety, cleanliness, regulatory lobby document postings, and approved aesthetics of lobby and common areas. Keep hallways free from hazard and clutter.
• Cross-train and provide essential coverage for Outpatient and Residential.
• Back-up emergency answering for Assessments/Intake department
• Resource for staff on using EMR Kipu effectively
• Perform other related duties as assigned.

Additional Essential Function for Office Coordinator at Outpatient

• Send Comprehensive Assessment and Integrated Service Plan (ISP) to identified behavioral health agencies or Primary Care Physicians within 30 days of member’s intake.  Documents this coordination of care in the Electronic Health Record.
• Monitor group schedules to ensure compliance with all applicable regulations.
• Manage group outlook calendar for group rooms.
• Update Staff Calendar with approved PTO.
• Coordinates with landlord regarding facilities.

Additional Essential Function for Office Coordinator at Residential

• Custodian of member funds in accordance with Finance Policies and Procedures.
• Receive drop-offs for members and deliver to Residential Technicians.
• Coordinate with facilities on in-kind donations.

Qualifications

• High school diploma or GED is required. Associate degree in Business, preferred
• Must be 21 years of age
• Must have an Arizona Non-IVP Level-1 Fingerprint Clearance Card at the time of hire and maintain it during employment
• Must have a valid Driver’s License and be insurable under The Haven’s insurance.
• Must have current CPR and First Aide Certification or be able to obtain within 30 days of hire
• Must have current Non-Violent Crisis Intervention or be able to obtain within 30 days of hire
• Proficiency with business English
• Knowledge of Office 365 software with emphasis in Excel and Word, required
• Must have effective time management skills
• Ability to multitask and work with others in a team environment
• Excellent communication skills
• Must possess strong analytical skills and strong organizational skills
• Behavioral Health experience, preferred
• Experience with an electronic medical record system, preferred