Medical Office Coordinator- (Behavioral Health)

Administrative Support Role

This position will perform a variety of administrative tasks including managing the front office operations to help patients, clients, and other visitors to have an exceptional client experience. It will also include several administrative duties like processing insurance authorization, scheduling appointments.

The role should be able to use your organizational skills to manage your office space and your time, as you will collaborate with clients and colleagues in a fast-paced environment. You should also have excellent verbal and written communication skills.

Ultimately, you should be able to support our medical director, program director, clinicians, counselors, providers, and other direct care providers and ensure our day-to-day clinic operations run smoothly.

Duties & Responsibilities

• Welcoming and check-in consumers into the center.
• Presents a positive, professional appearance and conveys a professional demeanor in the performance of assigned duties.
• Resolve client complaints, and answer questions regarding policies and procedures.
• Oversee and manage all administrative functions within the office.
• Responsible for opening and closing the clinic on a daily basis.
• Ensuring all opening and closing checklists are completed each day.
• Handle incoming and outgoing calls, emails, faxes, and other administrative needs.
• Responsible for monitoring, maintaining, and tracking daily statistics.
• Prepares and submits reports as required.
• Authorizes, coordinates, and monitors daily site activities such as IT, maintenance issues, phones, etc.
• Oversee and ensure supply inventory is adequately maintained and managed.
• Maintains clinic facility and equipment as well as order office supplies.
• Responsible for clinic cleanliness and coordination of repairs and maintenance.
• Responsible for following all facility, organization and department precautions and procedures in the performance of all job duties to ensure a safe work environment for self and others.
• Completes compliance requirements as needed.
• Back up all employees and roles in the office as necessary.
• Resolves consumer concerns and staff issues to ensure quality patient service.
• Schedule, prepare and attend required staff meetings and participates in committees as requested.
• Prepares reports and minute meetings
• Maintains strictest confidentiality.
• Performs other duties as assigned or requested.
• Manages and resolves consumer grievances.
• Enter and update consumer information in the EMR system.
• Processing prior authorization for client's medication management.
• Managing the front desk and the switchboard.
• Check authorizations for NP's and Providers consumers.
• Assist program manager with hiring and interviewing new candidates
• Process medical record requests and filing in accordance with HIPPA provisions.
• Management of the client intake process from point of referral to assignment.
• Scheduling of consumer appointments for therapists & Nurse Practitioner.
• Making reminder calls to consumers for their scheduled appointments.
• Support the office of the Program Director from time to time as necessary.
• Other duties as assigned

Other Functions

There are several standard duties and responsibilities that all employees, irrespective of their role and level of seniority with the Renewing Me Behavioral Health Solutions, are expected to be familiar with and adhere to:

• Always comply with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.
• Promote and comply with Renewing Me Behavioral Health Solutions policies on diversity and equality both in the delivery of services and treatment of others.
• Always ensure confidentiality, only releasing confidential information obtained during employment to those acting in an official capacity in accordance with the provision of the HIPPA regulations and all related rules and regulations.
• Comply with the Renewing Me Behavioral Health Solutions protocols on the appropriate use of telephone, email, and internet facilities.
• Comply with the principles of risk management in relation to individual and corporate responsibilities.

Comply with CARF/COMAR/HIPPA/State compliance regulations.

• Take part in all training and professional development activities as determined by the HR office from time to time.
• Perform Data Entry and Processing.
• Maintain a conducive working environment.

Requirements

• Proven experience in office management or administrative support roles with strong organizational skills
• Excellent computer literacy with proficiency in Microsoft Office Suite, and data entry tasks
• Previous experience working as a receptionist or in customer support roles such as dental or medical receptionist preferred
• Strong communication skills with professional phone etiquette; bilingual abilities are a plus
• Ability to handle multiple tasks efficiently while maintaining attention to detail under time constraints
• Familiarity with office equipment including multi-line phone systems, fax machines, printers and scanners
• Personal assistant experience or calendar management skills highly valued