Office Coordinator

Office Coordinator

This position is responsible for supporting the needs of the department with a focus on clinical, operational, and administrative excellence.

Essential Functions

• Maintains supply of therapeutic tools such as worksheets, videos, and games for clinician use
• Per the therapist dictation maintains the programming schedule
• Supports with charge reconciliation and entering as required
• Supports team with patient group assignments and coordination efforts
• Provides impeccable customer service to patients, families, referral sources, and stakeholders
• Supports with vital and UDS capture as needed
• Completes DCAR reporting in a timely and accurate fashion
• Supports in organizing and filing paperwork
• Maintains staff schedules and ensures staffing for the program
• Monitors and records attendance including tardiness and absences
• Communicates with treatment team to ensure chart compliance
• Interfaces with others to ensure completion of physician follow-ups from CPE
• Manages Family Session Schedules as required by program
• Work with the business office and the utilization review department to ensure payment for services
• Preform pre-certifications and concurrent reviews
• Develop relationships with payer sources
• Interfaces with UR department to ensure service coverage for patients
• Maintain a positive working relationship with referral sources, community agencies and organizations
• Maintains program and patient information and data to create reports, census, and assist the Business Office in reporting
• Schedules CPEs, nursing assessments, H&P and psychosocial assessment with appropriate clinician and per required timeframe
• Schedules or completes UDS collections, including random screenings
• Ensures orders are obtained for patients prior to starting services (as applicable)
• Actively participate in the therapist’s discharge planning needs
• As directed creates appointments, starts follow up care process and completes interfacing with organizations
• Cross trains and supports in various outpatient functions including PCA, transportation, and financial counseling
• Conducts appointment reminder calls
• Collects copays and deductibles as applicable
• Manages organizational tools to ensure efficient operations including bed boards/group room assignments, treatment team schedule, flash reports, etc
• Other responsibility and duties assigned by leadership

Additional Information

• Reports to: Outpatient Clinical Director
• FLSA Status: none exempt
• Previous experience on an inpatient unit preferred. Must have experience with clerical duties.

Education: High School Diploma/GED preferred.

Certifications: CPR and De-escalation certification required or obtain within 30 days of hire.