Office Coordinator

Office Coordinator

At Clearview Outpatient, we are a dynamic, dedicated, and growing team of professionals deeply passionate about providing evidence-based and personalized clinical care for behavioral health conditions. Clearview Outpatient is a leading provider of mental health treatment services across the region. With five outpatient locations in California, we are on a mission to improve mental wellness in the communities we serve. We are a part of Odyssey Behavioral Healthcare Network which offers a continuum of care within our Psychiatric Network, Eating Disorder Network, including inpatient, intensive residential, partial hospitalization, and intensive outpatient services nationwide.

We are excited to expand our network with the opening of a location in San Ramon, California!

Our team's foundation is client centered care and clinical excellence through our five-star service commitment Respect, Accountability, Integrity, Flexibility, Collaboration and Service. We are committed to our team, and our team is committed to our clients!

Compensation Range: $25 - $35 per hour

The Office Coordinator (OC) assists the Director with day-to-day operations of the outpatient center. 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.

Initiates and maintains frequent and close working relationships with staff, clients, families, facility and peers throughout the organization. Initiates and maintains strong professional relationships with clinical providers, referral partners and vendors, as needed.

Essential Responsibilities:

1. Works closely with designated Revenue Cycle Director to ensure all local business office activity adheres to current policy and protocol.
2. Responsible for local collection of payments and other required documentation and activity.
3. Communicates with leadership team members and/or others regarding day-to-day situations requiring management involvement.
4. 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.
5. Tracks and maintains a variety of reports in a timely, highly accurate manner.
6. Ensure facility is maintained at a high level of presentation and that all required safety inspections and other tasks required for licensure are completed.
7. Facilitates communications with the Admissions Coordinator and/or Executive Director as needed for each admission.
8. Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.
9. Assists with the admissions process, creates client's medical record, and provides new client orientation.
10. Provides backup support to the admissions coordinators for inquiries directed to the facility.
11. Perform other activities as requested by the Director and assume other appropriate operational responsibilities as necessary. This may include running groups, and supporting with skills coaching for clients as needed. Training will be provided.
12. Responsible for greeting guests and other front desk responsibilities.
13. Serves as backup to the Admissions Coordinator for inquiries directed to the facility.
14. Facilitates communications with the Admissions Coordinator and/or Executive Director as needed for each admission.

Requirements:

• 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

Other Requirements:

• A valid Driver's license and a generally clean driving record are required. Employees may be required to drive personal or company vehicles.
• State licensing DHS and DSS prohibit individuals with specific criminal charges, conducted by Livescan fingerprint checks. Exemptions offered.

For cash compensation, we set standard ranges for all U.S based roles based on function, level, and geographic location, benchmarked against companies of similar size within the behavioral healthcare industry. In order to be compliant with local legislation, as well as to provide greater transparency to candidates, we share salary ranges on all job postings regardless of desired hiring location. Final offer amounts are determined by multiple factors, including geographic location as well as candidate experience and expertise, and may vary from the amounts listed above.

Clearview provides equal employment opportunities without regard to race, color, creed, ancestry, national origin, ethnicity, sex, gender, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, service in the military, or any other characteristic protected under applicable federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment. Clearview reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description is not an employment contract, implied or otherwise. The employment relationship remains "At-Will."