The Office Coordinator (OC) assists the Executive Director with day-to-day operations of Pasadena Villa Outpatient Chantilly. The OC is primarily responsible for client relationship management, client payment collections, medical records management and quality assurance, facility management, admission and intake and other daily tasks.

Relationships and Contacts

Within the organization: Initiates and maintains frequent and close working relationships with staff, clients, families, facility, and peers throughout the organization.

Outside the organization: Initiates and maintains strong professional relationships with clinical providers, referral partners and vendors, as needed

Essential Responsibilities

• Works closely with designated Revenue Cycle Director to ensure all local business office activity adheres to current policy and protocol.
• Responsible for local collection of payments and other required documentation and activity.
• Communicates with leadership team members and/or others regarding day-to-day situations requiring management involvement.
• Conducts all medical records activities of the outpatient center in a manner consistent with both clinical needs and other documentation requirements. Conducts intakes for the purpose of opening client’s medical record and provides new client orientation.
• Tracks and maintains a variety of reports in a timely, highly accurate manner.
• Ensure facility is maintained at a high level of presentation and that all required safety inspections and other tasks required for licensure are completed.
• Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.
• Perform other activities as requested by the Director and assume other appropriate operational responsibilities as necessary.
• Responsible for greeting guests and other front desk responsibilities.
• Serves as backup to the Admissions Coordinator for inquiries directed to the facility.
• Facilitates communications with the Admissions Coordinator and/or Executive Director as needed for each admission.

ISJPOP

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  Minimum of two years of administrative experience in a behavioral health setting such as a hospital, outpatient clinic, or related service provider required.
• Experience working with physicians and therapists is desirable. Must have knowledge of behavioral health terminology.
• Knowledge and experience with maintaining and securing medical records including HIPAA, Quality Assurance reviews and ROI consents.
• Strong customer service orientation required and experience successfully resolving client and/or family questions or concerns.
• Experience maintaining accurate reports related to census, time and attendance, etc.
• Experience with Salesforce CRM or other client relationship management software.
• Comfort with computer software applications including Outlook, Word, and use of standard office equipment. Excel proficiency preferred.
• Performs duties independently, responsibly and with a high level of integrity.

Education:

• Must have a High school degree or equivalent. A bachelor’s degree in a related field preferred.

Physical Requirements

• While performing the duties of this job, the employee will be required to communicate with peers/general public, clients and/or vendors
• Job performance will require the ability to move throughout the building as well as sit or remain stationary for extended periods of time
• While performing the duties of this job, the employee may be required to talk or hear, sit, stand, walk, reach, climb or balance, stoop, kneel, crouch or crawl, taste or smell.
• Ability to move 25 pounds

Renaissance Healthcare Group Raleigh LLC reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At-Will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities.