Administrative Coordinator

Role Overview

• Greet clients/visitors checking in at the front desk at the Bouma Counseling Center.
• Support clients through the check-in process for both counseling and psychiatry appointments (updating client demographic information, collecting payments, obtaining client/guardian signatures on unsigned intake and annual forms and other unsigned documents).
• Ensure the office environment is maintained in a professional, clean, and organized manner.
• Schedule initial appointments, follow-up appointments and call families to reschedule appointments for counseling.
• Promptly responding to all referrals and requests for services and monitoring the follow up queue daily for the consistent scheduling of intakes.
• Review and confirm insurance eligibility, benefits and out of pocket responsibilities, copays, and deductibles.
• Answer telephone calls coming into the office; forward calls to the appropriate party; record and distribute messages as needed; retrieve voicemail messages and respond as needed.
• Promptly respond to internal and external communication and requests, providing information about our programs and services offered.
• Ensure the highest level of customer service is provided to clients, addressing inquiries, scheduling appointments, processing records requests, and resolving issues efficiently while maintaining confidentiality and compliance with HIPAA and other regulatory standards.
• Send routine and customized letters to clients.
• Process faxes for the department and monitor all incoming faxes, routing to the appropriate party as needed.
• Complete administrative duties assigned by supervisor for various community program supervisors, including, but not limited to, data entry, phone calls, preparing treatment/marketing materials, etc.
• Maintain all counseling records for clients including the filing of documents within the EMR and timely recording of external records.
• Maintain accurate caseloads for clinicians, updating for intakes, discharges, and changes to utilization of services.
• Complete daily mail runs for the department.
• Regular participation in supervision meetings and team meetings for the sharing of ideas, feedback, and department planning.
• Set up interpreter services for families as needed.
• Other duties as assigned.

Requirements

• Associates or Bachelors degree in a human services area is preferred, but not required.
• At least 1 year of experience working in the human services field.
• Prior experience within a human service agency preferred.
• Excellent verbal and written communication skills
• The ability to demonstrate concern and empathy while setting appropriate limits.
• A commitment to providing excellent services to clients.
• Strong organizational skills with accuracy and attention to detail.
• Initiative to identify emerging needs and flexibility to address new needs as they arise.
• The ability to demonstrate sound judgment, calm demeanor, and problem-solving in new or challenging situations.
• A high level of interest in gaining extensive knowledge of Wedgwood's Community services
• A commitment to identify the best services for the needs of each individual/family.
• Must possess the ability to work well within an interdisciplinary team.
• Necessary computer-based skills including the ability to set up and maintain email systems, database systems, file sharing systems, and calendars.
• Subscription to the Statement of Faith of Wedgwood Christian Services and agreement with the goal, purpose, and objectives of the agency.

Benefits

• 403(b) retirement plan with employer match
• Medical Plans with great coverage options
• Free supplemental virtual PCP care with medical plan
• Flexible Spending Accounts
• Health Savings Accounts
• Dental and Vision plans
• Pet insurance
• Legal insurance
• A Locally Partnered Employee Assistance Program
• Competitive paid time off
• Direct deposit
• Federal Student Loan Forgiveness through PSLF
• Paid Holidays
• Short term disability
• Long term disability
• Life insurance up to 2x your annual salary
• No-cost, employer paid training and re-certification provided to staff
• Full gymnasium and state-of-the art 24-hour wellness center available to staff at no cost
• Walking trail that leads around the beautiful campus
• Application and tuition fee discounts for several local colleges and universities