Business Office Coordinator

About the role

The Harris Center for Mental Health and IDD (“The HARRIS CENTER”) is looking for a Business Office Coordinator to join our team. Under the direction of designated supervisor, the Business Office Coordinator ensures that business office functions get completed, including but not limited to front desk functions, check-in and check-out of clients, compiles and verifies demographic and financial data, authorizations are obtained, tracked and entered efficiently and effectively, creates, maintains and monitors schedules and templates for clinical staff ensuring adherence to established scheduler protocols. Maintains communication with all site staff regarding front desk operations, financial/authorization status, and schedule changes. Receives information from clinicians, consumers and supervisors relevant to updating appointments. Serves as liaison for communication with clinic staff and consumer concerning changes in appointment scheduled. Works independently and must demonstrate good judgment, organizational skills, and adaptability to fast pace environment while providing excellent customer service for clients and staff.

Responsibilities

• Ensures accurate process of check in and check out of patients according to departmental/organizational procedures.
• Ensures completion of all data, forms and documentation according to departmental/organizational procedures.
• Completes, verifies and enters data for all service and verifies eligibility documentation required for initial and ongoing services.
• Collects, tracks, and monitors data related to demographic, financial, and billing information.
• Communicates financial eligibility and other pertinent information to unit/management as needed.
• Schedules all appointments for consumers per organizational/departmental procedures.
• Notifies management or designee of any on-going problems or noted areas of concern with services billed, demographic information, check-in and checkout, or schedules.
• Creates and maintains scheduler templates consistent with scheduling protocol in the agency’s system.
• Reviews, builds and corrects templates/schedules and notifies consumer and clinician with pertinent information per department procedure.
• Makes adjustments to staff schedules relating to PTO and/or other administrative leave.
• Monitors appointment slot availability, no-shows and cancellations for all staff.
• Completes and sends accurate reports as assigned within specified time frames.
• Works with others in a collaborative manner. Actively participates as a member of the team.
• Attend required Agency meetings and trainings.
• Maintains professional behavior and provide excellent customer service to both staff and clients.
• Demonstrate ethical conduct, professionalism and confidentiality at all times.
• Adapts to changing working requirements in a fast-paced environment. Flexible to meet ongoing needs of the Agency.
• Complies with agency policies and procedures accrediting/regulatory bodies and performance contract documentation requirements.

Requirements

• High School Diploma or General Education diploma.
• Minimum 1 year of experience in one or more of the following areas (experience may be combined across different settings):
  • Healthcare Revenue Management
  • Cash Flow Management
  • Front Desk/Receptionist
  • Customer Service Representative

Skills

• Well-developed interpersonal, organizational, and problem-solving skills.
• Team player with a desire to provide a high level of customer service.
• Strong verbal and written communication skills; ability to interact effectively at all levels within the organization.
• Ability to maintain confidentiality of all work-related matters while communicating effectively and tactfully within all levels of the agency.
• Strong computer skills including use and maintenance of Email, Excel, and Agency information systems.
• Proficient keyboarding skills.
• Excellent organizational and time management skills and organization of data.
• Bilingual (English/Spanish) preferred.

Benefits

• Competitive salary.
• Robust retirement plan complemented by generous company matching – a