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The Outpatient Office Coordinator is responsible for clerical functions of the Partial Hospitalization and Intensive Outpatient department, including but not limited to, scheduling, pre-authorizations and for insurance, checking in and out of patients, follow-up/wellness checks for patients, filing, tracking of census, and reception duties. The person in this position serves as a resource for patients, families, physicians, staff and visitors. A critical function of this position is to coordinate flow of information and activities supporting delivery of safe, quality patient care.

KEY RESPONSIBILITIES:

• Communicate pertinent patient information to the clinical team or other appropriate individual.
• Conduct pre-authorizations upon patient admittance for billing and program hours approved
• Schedule intakes for the therapists
• Coordinate DocuSign Consent Packets
• Serve as point of contact for inquiries; direct inquiries as appropriate for timely resolution.
• Enter ordered patient lab work in lab book. Promptly collect results of lab work received and forward reports to appropriate licensed staff for timely review and action.
• Track census of patients participating verses those called out or no-show.
• Participates in activities which enhance professional growth and development. Upholds the Organizations ethics and customer service standards.
• Prepare charts for Treatment Team meetings
• Coordinate all Telehealth Services/Appointments (admissions, PE appointments, PHP nursing assessments, clinician Intakes)
• Provide intake appointments to Assessment & Referral and Inpatient staff
• Provide a weekly report of admissions and discharges to Director of Outpatient Services
• Provide a weekly report of admissions and discharges to Director of Outpatient Services
• Complete Daily Census of Admission and Discharges
• Manage Group Calendars
• Manage various reports to leadership and other stakeholders (i.e., daily wait list reports, outpatient census, intake reports, admission reports, and more)
• Assist with coordinating staff coverage for treatment activities
• Assist in collaboration with inpatient staff to facilitate step down process
• Meets with Director Daily to report any delays in admissions of step-down/community referrals
• Provide Training to Case Managers to facilitate the Referral Process
• Improve Intake and discharge process to improve quality and increase safety of clients
• Creates and maintains the IOP/PHP Treatment Team schedule
• Assist with Office Coordination duties of Alternative programs, such as ECT, in start up phase prior to permanent Office Coordinator being hired.
• Performs related duties as requested.

Requirements

Knowledge and Experience:

• Associates Degree in a related Field.
• Current CPI and CPR certification (or obtained within the first 30 days of hire).
• Three years experience in clerical support/management position; preferably in inpatient hospital environment.
• Demonstrated knowledge of medical terminology preferred.
• Experience in working in a role requiring independent thinking and using problem solving skills.
• Health care industry, particularly in-patient psychiatric experience, preferred.

Skills and Abilities:

• Maintains confidentiality of patients at all times.
• Sensitivity to and willingness to interact with persons of various social, cultural, economic and educational backgrounds.
• Proficiency with software and/or equipment (Microsoft Office applications including Outlook, Word, Excel and PowerPoint.)
• Understanding of insurance authorizations and requirements.
• Strong organizational skills with ability to prioritize projects, work relatively independently, manage multiple tasks, and meet deadlines.
• Strong written and verbal communication skills.
• Strong interpersonal skills. Ability to work with people with a variety of background and educational levels.
• Ability to work independently and as part of a team.
• Good judgment, problem solving and decision-making skills.
• Demonstrated commitment to working collaboratively as well as possessing the skills to lead, influence, and motivate others.
• Ability to work in a fast-paced, expanding organization.

Physical Requirements:

While performing the duties of this job, this position is frequently required to do the following:

• Use standard office equipment and access, input, and retrieve information from a computer. Use computer keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time.
• Communicate effectively in person or via telephone in a manner which can be understood by those with whom the person is speaking, including a diverse population.
• Give and follow verbal and written instructions with attention to detail and accuracy.
• Perform complex mental functions and basic arithmetic functions; interpret complex laws, regulations, and policies; collect, interpret, and/or analyze complex data and information.
• Vision: see details of objects at close range.
• Coordinate multiple tasks simultaneously.
• Reach forward, up, down, and to the side.
• Sit or stand for minimum periods of one hour at a time and come and go from the work area repeatedly throughout the day.
• Lift up to ten (10) pounds.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)