Outpatient Front Office Coordinator

Department: Outpatient Clinical Services | FLSA Status: Full-time nonexempt (34 hours)

About the role

The Outpatient Front Office Coordinator is a key player in ensuring the smooth and efficient running of our organization’s operations. This role provides both administrative and technical support to the operations team, playing a vital role in maintaining and improving systems and processes.

Responsibilities

• Communicate effectively with a diverse group of clients regarding behavioral health access, insurance benefits, clinician appointments, and other program offerings.
• Aid with OHP enrollment and benefits navigation.
• Provide intake coordination services, including reviewing forms with clients and families and ensuring proper paperwork is completed.
• Scrub charts daily to obtain any missing pertinent chart information.
• Collect co-pays, follow up on missed payments, ensure financial packets are completed, and assist clients with paperwork questions.
• Assist with maintenance of clinician schedules, including sending appointment reminders and canceling or rescheduling appointments as necessary.
• Verify insurance benefits prior to client appointments.
• Generate weekly verification of benefit reports and follow up on any error accounts.
• Maintain multiline phone systems and forward calls to the correct contact persons.
• Maintain working knowledge of Electronic Medical Record (EMR) software, including billing and co-pay software.
• Oversee daily office/facility maintenance, including light cleaning, maintaining office supply inventory, bathroom and kitchen supplies, and grounds safety (e.g., shoveling snow, applying ice melt).
• Assist the Operations Supervisor and/or Director with requests, queries, and responses.
• Maintain functionality of office equipment (printers, copiers, e-fax, scanners).
• Collect and distribute mail and other correspondence.
• Develop and maintain a filing system.
• Support co-occurring mental health and substance use disorder treatment by keeping lab supplies in stock and coordinating UA pick-ups.
• Assist the Outpatient Supervisor and/or Director with maintaining office policies and procedures.
• Maintain phone lists, contact lists, resource lists, and supplies of brochures/fliers.
• Maintain schedule and support admin staff with coverage issues.
• Cover shifts if required and flex schedule as needed to provide support to all shifts and staff.
• Perform all other duties as assigned.

Requirements

• High school degree plus two years’ experience as an administrative assistant, office coordinator, office assistant, office manager, client services, or similar position.

Skills

• Effective communication with diverse clients.
• Knowledge of insurance benefits and enrollment processes.
• Proficiency with Electronic Medical Record (EMR) software and billing/co-pay systems.
• Ability to manage multiline phone systems and office equipment.
• Organizational skills for maintaining schedules, files, and supplies.

Benefits

• Health insurance – employer pays 100% of base plan premium.
• Dental insurance.
• Vision insurance.
• 401(k) with employer match.
• Flexible spending account.
• Life insurance.
• 10 paid holidays including your birthday.
• Paid vacation (PTO accrual).
• Sick leave accrual.
• Paid wellness days.

Pay

$27.25/hour

Schedule

Full-time (34 hours per week). Flexible schedule as needed to support all shifts and staff.

Working Conditions

• Prolonged periods of sitting at a desk and working on a computer.
• Primarily works in a typical office environment onsite.
• Must be able to lift 25 pounds at times.
• Must be able to access and navigate each department at the organization’s facilities.

Equipment Used

• Telephone system.
• Computer.
• Copier/printer/binding equipment.