Outpatient Office Coordinator

Description

Job Title: Outpatient Front Office Coordinator 

Department: Outpatient Clinical Services  

Reports to: Outpatient Operations Supervisor 

FLSA Status: Full-time nonexempt -36 hours

Our mission is to improve the lives of those struggling with mental health and substance use by providing timely access to compassionate and effective behavioral healthcare.  

As an organization, we value Authenticity, Integrity, Compassion and Connection; therefore, in all our interactions we will walk a courageous path where our values, ideals and actions align to create and maintain authentic connections with others. 

POSITION OVERVIEW: 

The Outpatient Front Office Coordinator is a key player in ensuring the smooth and efficient running of our organization’s operations. This role will provide both administrative and technical support to the operations team, playing a vital role in maintaining and improving systems and processes.   

ESSENTIAL POSITION RESPONSIBILITIES:  

• Communicate effectively with a diverse group of clients pertaining to behavioral health access, insurance benefits, clinician appointments, and other program offerings.   
• Aid with OHP enrollment and benefits navigation 
• Provide intake coordination services in the form of reviewing forms with clients and families, ensuring proper paperwork is completed.  
• Scrub charts daily to obtain any missing pertinent chart information.  
• Collect co-pays and follow up on any missed payments, ensure financial packets are completed, assist clients with paperwork questions.    
• Assist with maintenance of clinician schedules, including sending appointment reminders, and canceling or rescheduling appointments, if necessary. 
• Verify insurance benefits prior to client appointments.  
• Generate weekly verification of benefit reports and follow up on any error accounts. 
• Maintain multiline phone systems and forward calls to the correct contact persons. 
• Maintain working knowledge of Electronic Medical Record (EMR) software, including billing/ Co-pay software. 
• Oversee daily office/facility maintenance as needed, including light cleaning, maintenance of office supply inventory, bathroom and kitchen supplies, grounds safety including shoveling snow and applying ice melt to sidewalks/parking lot.   
• Assist the Operations Supervisor and/or Director with requests, queries, and responses. 
• Maintain functionality of office equipment (printers, copiers, e-fax, scanners). 
• Collect and distribute mail and other correspondence. 
• Develop and maintain a filing system. 
• Support Co-occurring MH and SUD treatment by keeping lab supplies in stock and coordinating UA pick-ups
• Assist Outpatient Supervisor and/or Director with maintaining office policies and procedures as needed. 
• Maintain phone lists, contact lists, resource lists, supply of brochures/fliers/etc. 
• Maintain schedule and support admin staff with coverage issues. Cover shifts if required. 
• Flex schedule as needed to provide support to all shifts and staff. 
• All other duties as assigned.  

PHYSICAL JOB DESCRIPTION: 

Typical Working Conditions

Prolonged periods of sitting at a desk and working on a computer. This position works primarily in a typical office environment onsite. Must be able to lift 25 pounds at times. Must be able to access and navigate each department at the organization’s facilities

Equipment Used

Telephone system, computer, copier/printer/binding equipment. 

Essential Physical Tasks

The position requires the ability to lift 25lbs on an occasional basis and utilize typical office equipment, including but not limited to a computer, printer/copier, binding equipment.  

EEO/AAP Statement: Rimrock Trails provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.  

ADA Statement: Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential function of their job, absent undue hardship.  

Disclaimer: Rimrock Trials retains the right to change or assign other duties to this position.  

Requirements

QUALIFICATIONS, SKILLS & KNOWLEDGE: 

Minimum Qualifications: High school degree plus two years’ experience as an administrative assistant, office coordinator, office assistant, office manager, client services or similar position.