BHS and IOP Administrative Coordinator

Job Summary: 

Alton Memorial Hospital Location

The BHS/IOP Administrative Coordinator provides quality direct and indirect patient care to individuals in the mental health outpatient program. Maintains accurate program and client documentation, including medical records. Provides clerical and secretarial support to administration and managerial staff and a variety of office duties as assigned. 

Essential Functions and Duties:

Skilled at oral and written communication. 

Requires a concentrated level of attention.

Ability to effectively communicate and interact with clients, visitors and organization 

personnel.

Position Qualifications:

High School diploma, its equivalent, or 3 years related Health Care Field and administrative assistant experience. An Equivalent amount of training, education, and experience will be considered. Working knowledge of computer skills and use of various software programs required.

Preferred Skills and Abilities: 

Hospital experience and/or experience in a behavioral healthcare facility

Technology Equipment Used

Standard office equipment (i.e., copier, facsimile machine, 10-key, etc.) 

Personal computer and printer. 

Specific computer software (i.e., MS Office applications Paragon/Allscripts and Internet).

Physical Demands:

Requires regular talking and hearing. 

Requires frequent standing and walking.

Requires clarity of vision at 20 feet or more

Ability to adjust the eye to bring an object into sharp focus. 

Function—Duties and Responsibilities:

• Organization of Office duties

• Chart preparation and formation

• Complete registration paperwork with new patients

• Maintain patient records in locked containment behind a locked door

• Assist in monitoring all Patient activity when patients arrive including breaks and meals

• Scan documents in EMR

• Perform chart audits for completed documentation in preparation of charts for discharge

• Maintain the tracking of client admissions, visits, and discharges

• Maintain updated information on Insurances accepted by the department

• Arrange transportation for clients and remain up to day on transportation

• Assist Physician with completion of Encounter forms for Medical records

• Complete Payroll for all employees accept the Manager/director

• Maintain tracking of staff for competencies and Risk Management

• Ability to collect data and conduct analysis as required resolving identified problems.

• Coordinate the ordering from materials management

• Coordinate maintenance requests

• Maintain statistical reports specific to IOP billing, length of stay, date of service, admission, discharges, etc . . . 

• Assist in monitory all client activity upon arrival, breaks, meals, and during group if needed

• Prepare morning condiments for distribution to clients 

• Maintains a safe environment monitoring continuously for any harmful contraband. Provides crisis screening and services as needed. Attends Crisis Intervention, De-escalation, and Prevention training and CPR training.

• Attends in-services, trainings, and meetings as required. Maintains annual competencies as assigned by the Hospital and Department. 

• Attends and participates in departmental meetings.

• Adheres to staffing and scheduling policy.

• Follow chain of command to resolve issues or problems identified.

• Maintains an active role in maintaining customer service.

• Establishes collaborative relationship with physicians and other members of the health care team.

• Promotes harmonious relationships among the health care team and internal/external customers.

• Supports and demonstrates the organization mission and philosophy through self-example.