Administrative Coordinator

Administrative Coordinator

Join our team at NeuLife Rehabilitation of Michigan! We're more than just a workplace; we're a community committed to compassion, quality care, and supporting both our persons served and our team. If you're passionate about helping others and want to grow professionally in a supportive, best-practice environment, we want you on our team.

The Administrative Coordinator provides administrative and operational support to leadership and key departments. This position coordinates clinical schedules, person-served medical appointments, transportation, documentation, and person-served records from admission through discharge. The role communicates with team members, residential staff, providers, families, and external stakeholders and performs assigned responsibilities in accordance with established policies, procedures, and timelines. Matters requiring approval or decisions outside established procedures are referred to the appropriate supervisor.

Job responsibilities include:

• Greet visitors and provide professional front-office assistance
• Answer, triage, and transfer incoming company calls in a timely manner
• Retrieve, open, sort, and distribute incoming mail daily
• Scan accounts payable invoices into Bill.com and maintain related administrative records
• Record provider check payments in the designated financial tracking spreadsheet
• Place and track approved supply orders according to established procedures
• Coordinate routine vendor communications and escalate unresolved issues to the appropriate supervisor
• Enter and maintain approved admissions, location changes, and discharges in PointClickCare (PCC)
• Coordinate clinical schedules and process daily scheduling changes in the designated scheduling platform
• Coordinate medical appointments and related transportation with residential teams, providers, and other departments
• Track required appointment and service frequencies and identify scheduling gaps or upcoming needs
• Communicate schedule changes, cancellations, and appointment information to appropriate staff, providers, families, and other stakeholders
• Track prescription expiration dates and communicate upcoming needs to nursing and other appropriate departments
• Process clinical documentation using established CPT coding guidance and procedures
• Monitor PCC and other documentation platforms, identify missing or incomplete records, follow up in accordance with established procedures, and escalate unresolved concerns to the appropriate department or supervisor
• Compile and distribute weekly residential and clinical census information, including scheduled admissions, discharges, and location changes, using approved information
• Maintain reports concerning person-served and distribute routine communications to external stakeholders in accordance with established procedures
• Maintain supporting documentation in persons served files in accordance with program, AFC, and CARF requirements, including required annual updates
• Coordinate routine admission, discharge, and other documentation requiring signatures
• Process and update daily census information in the designated platform or system in accordance with established procedures
• Perform other related duties as assigned, consistent with the general scope and classification of the position

Job requirements include:

• High school diploma or equivalent required; bachelor's degree preferred
• Two or more years of administrative coordination, scheduling, healthcare, or related experience preferred
• Experience working with individuals with developmental disabilities, traumatic brain injuries, acquired brain injuries, or other catastrophic injuries preferred
• Strong attention to detail and ability to organize and prioritize multiple assignments within established deadlines
• Strong written and verbal communication skills
• Professional customer service skills when interacting with persons served, families, providers, staff, visitors, and external stakeholders
• Proficiency in Microsoft Office and the ability to learn electronic medical record, scheduling, and other administrative systems
• Ability to handle confidential and sensitive information appropriately
• Ability to work effectively across departments and follow established policies and procedures
• Must successfully complete all required background checks and employment screenings

Physical requirements include:

• Remain in a stationary position for extended periods
• Frequently move within the office and other work locations
• Operate computers, telephones, and other standard office equipment
• Occasionally lift, carry, push, or pull objects weighing up to 50 pounds
• Travel locally between company locations up to 20% of the time

Join our team and make a real difference! Deliver high-quality, person-centered care while helping persons served achieve their unique goals in a supportive, best-practice environment.

NeuLife Rehabilitation of Michigan is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.