Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator is primarily responsible for client intake, client onboarding and scheduling. They will act as the face of FTC to parents as their child begins their therapeutic journey and will be responsible for ensuring a quality first experience that accounts for the family's needs and circumstances through frequent touchpoints and client pulse checks.

FTC Kids offers an alternative, holistic approach of mindful pediatric therapies to promote development and success. Through our whole-child, results-oriented methods, we contribute to each child's growth through a range of physical, occupational, speech, and ABA therapies. Our mission is simple: Help, Empower & Educate People.

FTC Kids offers children, their families, and our employees the best possible experience by coming together as a team and working cooperatively for the greater good of all while serving and giving back to the community.

Through our whole-child, results-oriented methods, we contribute to each child's growth through a range of physical, occupational, speech, and ABA therapy.

Our goal is to ensure each child, family, and caregiver has access to the best tools and resources available as they embark on their own unique journeys.

More than anything, we strive to help kids living with differing abilities: Neurodivergent Individuals, Sensory Processing Disorders, Emotional and Behavioral concerns, ADD/ADHD, and Learning Disabilities, along with children who display highly intuitive personalities, extreme sensitivities, and those with big emotions.

Faith Therapy Consulting, LLC (FTC) is not just looking to hire an Administrative Coordinator that is looking for a job, FTC is looking for someone that is looking to fulfill their calling and passion.

FTC is looking for a Administrative Coordinator who has the following capabilities:

1. Knowledge of HIPAA Compliance: The Administrative Coordinator should have a thorough understanding of HIPAA regulations to ensure the protection and privacy of client information. This includes knowledge of proper procedures for obtaining and entering demographic and clinical data while maintaining compliance.
2. Excellent Communication Skills: Strong communication skills are essential for handling client calls, emails, and inquiries promptly and professionally. The ability to communicate effectively with both clients and staff members is crucial for providing accurate information and maintaining positive relationships.
3. Relationship Building: The Administrative Coordinator should be adept at fostering and nurturing relationships with clients to inspire continued engagement and loyalty. This involves actively seeking opportunities to engage with clients, understanding their needs, and providing appropriate support and guidance.
4. Client Satisfaction Monitoring: The ability to monitor and measure client satisfaction is important to identify areas for improvement and ensure client needs are being met. The Administrative Coordinator should be capable of collecting feedback, conducting surveys, and analyzing data to gauge client satisfaction levels.
5. Team Collaboration: The role requires effective collaboration and liaison with different teams within the organization, such as the clinical operations team, to address client queries, schedule appointments, and ensure smooth service delivery. Strong interpersonal skills and the ability to work well with diverse teams are essential.
6. Problem-Solving and Troubleshooting: The Administrative Coordinator should possess strong problem-solving skills to assist clients with requests, troubleshoot problems, and address any concerns promptly and effectively. This involves actively listening to clients, analyzing issues, and providing appropriate solutions or escalating matters when necessary.
7. Attention to Detail and Data Accuracy: Maintaining accurate client files, capturing client information correctly, and ensuring data integrity are crucial aspects of the role. Attention to detail and accuracy in documentation and record-keeping are essential to provide reliable and consistent services.
8. Reporting and Presentation Skills: The ability to develop performance measures, compile data, and present reports to team leads or managers is important. Strong reporting and presentation skills facilitate effective communication of key metrics and insights to support decision-making and drive improvements.
9. Timely and Proactive Reporting: The Administrative Coordinator should promptly report any concerns, issues, or significant developments to the supervisor. Timely communication helps in addressing potential problems, ensuring appropriate action is taken, and maintaining open lines of communication within the organization.
10. Raintree CRM Proficiency: Having experience or familiarity with Raintree CRM enables the Administrative Coordinator to effectively utilize the software for various tasks. This includes managing client records, tracking interactions, scheduling appointments, generating reports, and accessing relevant client information.

Responsibilities:

• Obtain and enter demographic and clinical efforts ensuring compliance with HIPAA
• Handling client calls and emails, responding in a timely manner
• Developing effective communication for clients and staff
• Inspiring continued relationships from clients
• Monitoring and measuring client satisfaction
• Liaising with different teams about client queries
• Liaison of scheduling clients with clinical operations team
• Guiding clients on services and offerings
• Develop surveys and capture client information
• Onboarding and offboarding of all clients
• Assist with client requests and troubleshooting problems
• Maintaining client file accuracy
• Develop and deliver strategies for improving client services
• Develop, report, and present performance measures to team lead on a recurring basis.
• Reporting any concerns directly to the supervisor in a timely manner.

Qualifications:

• Associate or bachelor's degree in business administration, Healthcare Management, or a related field.
• Previous experience in a client services or customer support role, preferably within a healthcare or pediatric therapy setting is highly desirable. Experience with handling client inquiries, resolving issues, and maintaining positive relationships is valuable.
• Working with pediatric clients and their families requires a compassionate and patient approach. The Administrative Coordinator should be able to empathize with clients' needs and concerns, demonstrating patience and understanding throughout their interactions.
• Proficiency in using computer systems, customer relationships management (CRM) software. Familiarity with electronic health records (EHRs) or scheduling systems is a plus.

Benefits:

• Competitive Pay with Excellent Benefits
• Retirement Plan with Employer Match, after qualification period
• Sick Leave
• Professional Education Reimbursement

Conditions of Employment:

• You must be eligible to work in the United States
• Must be proficient in written and spoken English.
• Selected applicant will be subject to background check.

Salary: $26 - $32 per hour