Medical Administrative Coordinator

Role Summary

Under the general supervision of the Director of Psychiatry, who oversees the Psychiatry Department, the Medical Administrative Coordinator provides administrative support to our Psychiatry Support Department. Incumbent will follow standard agency and department policies and procedures in performing tasks.

Essential Responsibilites

• Plans, directs, and coordinates daily psychiatric supportive services for clients and providers
• Manages psychiatrist/psychiatric nurse practitioner schedules, monthly collaborative case conferences with divisions, and makes changes as requested.
• Leads effort to ensure psychiatric psychoeducation around medication side-affects are conducted on a regular basis.
• Provides administrative supervision and clerical/office oversight to the Medical Administrative Assistant.
• Ensures client documents are provided to psychiatrists and other providers as requested.
• Provides clients with basic technical support associated with tele-mental health services.
• Ensures that daily appointment reminders are scheduled for clients through the electronic health records system and/or other reminder software (e.g., ReminderCall).
• Instructs clients by phone, email, or in person on how to prepare for appointments.
• Oversees initial contact with clients, ensuring clients receive appropriate documents needed for their visit type and ensuring completeness of documents.
• Cancels or reschedules appointments when requested by psychiatrists.
• Manages problems related to patient scheduling and office administration.
• Works with Director and other senior management to ensure department operations meet organizational, performance, and budget objectives.
• Oversees the process of linking clients to Non-Specialty Mental Health (NSMH) Meds Only services support following termination of Specialty Mental Health (SMH) services.
• Takes lead role with tracking, requesting, coordinating authorizations for medication, medication management visits, and specialty consults
• Applies skills and knowledge of all agency policies and procedures related to client contact and in the maintenance of strict confidentiality in compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Assists prescribers and clients with ensuring that their medications have been approved (e.g., JV220s) and filled by the pharmacies.
• Other duties as assigned.
  
  

Required Qualifications

• Minimum of a High School Diploma is required. A bachelor's degree from an accredited college or university is preferred. A minimum of two (2) years of experience in coordinating administrative offices in a medical setting is preferred. Background in behavioral healthcare preferred. Experience with Electronic Health Care Records, such as EXYM, highly preferred. Bilingual Spanish speaking ability is highly desired.
  
  

CONDITIONS OF EMPLOYMENT

• Employee may be asked to participate in cross-training programs or pursue additional education or training when it is determined to be in the best interest of the agency by a member of management. Must have knowledge of community resources. Employee must have the ability to use a personal vehicle with the required insurance coverage to complete the essential duties of their job and conduct agency business. Employee must maintain a valid California driver’s license and clean driving record that meets Wellnest’s insurance carrier’s criteria for liability coverage. In keeping with Company policy for all employees, the successful applicant must also complete a test for TB, and fingerprint clearance by the Department of Justice.
  
  

REASONING ABILITY

• Ability to effectively present information and respond to questions from clients, office personnel, other employees and the general public.
• Ability to read, analyze and interpret manual and office documents.
• A strong commitment to advancing Wellnest’s mission.
• Exemplify superior organizational skills and an ability to effectively manage multiple priorities simultaneously.
• Excellent time management and organizational skills with ability to multi-task and prioritize work.
• Familiarity with HIPAA regulations.
• Ability to work independently and exercise sound judgment and discretion.
• Ability to maintain a high level of ethical and professional standards in accordance with agency and community policy.
• Excellent communication skills with an ability to speak with tact, clearly and persuasively.
• Demonstrate an ability to manage difficult or emotional situations.
• Strong interpersonal skills and ability to build and cultivate relationships to work effectively with a variety of stakeholders.
• Develop, implement, and improve the foundation policy, protocols, and procedures.
• Develop cooperation between departments, physicians, and other working personnel.
• Evaluate of the quality of care.
• Develop a continuous quality improvement program, including a plan and a timetable to assess the efficiency of corrective measures.
• Skilled in engaging and working with diverse individuals and groups to accomplish established goals.
• Advanced proficiency with Microsoft Office suite (i.e., MS Word, Excel, PPT, and Outlook). General ability to adapt to new technology systems and applications.
• Ability to thrive in a fast-paced and client-oriented environment.
  
  

PHYSICAL DEMANDS

• Ability to talk or hear in order to give and receive information and instructions.
• Ability to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls
• Ability to reach with hands and arms.
• Ability to use computer keyboard up to 25% of the day.
• Visual acuity, ability to adjust focus and peripheral vision for work on a laptop or other computer equipment.
• Lift and/or move up to 10 pounds.
• Computer literate (basic working knowledge of Microsoft WORD, Excel, and Outlook) and data/electronic records program currently in use.
• Able to use telephone, office copier, calculator, fax machine, computer printer and scanner, or other equipment as required.
  
  

This description is only intended to illustrate the duties, responsibilities and requirements for it. It is not intended, nor should it be interpreted to describe each and every duty the employee may be required to perform.

Wellnest does not discriminate against any client, parent/guardian, employee or community member on the basis of actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, or association with a person or group with one or more of these actual or perceived characteristics.

Due to restrictions from DHCS, Wellnest, as a health care provider, is unable to employ anyone on a DHCS exclusionary list or database. Applicants will be asked to confirm within the application process whether they are subject to an exclusion.