Office Coordinator

Gemma Service is looking for an IBHS Office Coordinator

Gemma Services has an IBHS program operating out of our Mt. Airy location. Gemma Services is known for its quality programs that promote safety and nonviolence while cultivating a caring environment in a diverse and inclusive environment. Gemma Services strives to create a community that promotes recovery from trauma for the children and families that we serve.

Why Gemma? Gemma offers:

• Generous earned paid time off to be used for vacation and sick time. Personal days.


• Medical, dental and vision benefits


• Referral bonus if you refer.


• Education assistance for tuition reimbursement and continuing education


• 403B with employer match


• In addition, Gemma offers self-care funds for each program to participate in wellness activities.


• Monday through Thursday in office, remote Fridays - daytime office hours

Responsible for supporting the administrative operations of the IBHS/ABA Program and the office; completing chart audits; entering referrals; processing consent forms and discharge paperwork; review of payroll and timecard data and ensure timely completion; communicating with appropriate management and staff personnel; providing periodic reports.

1. Serves as Receptionist at the program; greets visitors; answers the telephone and face-to-face requests from staff, families, and external agencies; directs inquiries to appropriate parties; checks mailbox


2. Follow up with staff regarding missing progress notes, unsigned notes, late entries into UKG/EMR upon completion of pay. Notifies staff supervisor of issues that arise.


3. Obtain initial and on-going consents for children/youth in the ABA program and on -going consents for IBHS.


4. Complete initial chart audits and follow up with staff to ensure compliance.


5. Utilize Power BI to generate individual data graphs for IBHS as assigned. Upload to EMR and send to clinical staff.


6. Run regular reports from Evolv to monitor discharges. Mail Discharge Summaries to families and upload to MCOs.  Discharge children timely from the program in Evolv. 


7. Maintains IBHS Written Order schedules; archives schedules monthly; contacts families to remind them of upcoming appointments as requested.


8. Upload monthly school meetings to QuickBase/CBH.

Requirements: Proficient reading, writing, grammar, and mathematics skills; proficient interpersonal relations and communicative skills; knowledge of office operations; proficient PC skills, including Microsoft Office software; knowledge of EHR and payroll platforms; detail oriented, excellent task management

Experience: A minimum of one-year related experience normally required in an office setting.

Education: A high school diploma or equivalent with an emphasis in business curriculum.

If you are committed to improving the lives of children and adolescents, we would love to talk with you!