Office Coordinator Tier 2

3 weeks ago

Burlington, United States Centennial Mental Health Center Inc. Full time
Job DescriptionJob DescriptionDescription:

Position Summary:

Provide administrative, leadership and operational support to all levels of staff located within each facility ensuring excellence in customer service. Foster a culture of client and family centered care, service, quality and safety excellence, to best exemplify a positive client experience, employee experience and community relations. Facilitate access to care as the primary entry point for clients, family members, and potential clients to access and receive Centennial services.


Primary Duties & Responsibilities:

  • Daily operation of clinic ensuring that client care is provided in a safe and effective manner using the Team Based Care model.

- Ensure all levels of staffing and staffing support are within appropriate levels for meeting client healthcare needs on a daily basis.

- Monitor client flow for clinic, promote client satisfaction and see that services are provided in a professional manner.

- Monitor clinic production and review with providers and staff discussing productivity needs and ways to achieve them.

- Participates in the budget development and ensures that the clinic operates within the budget.

- Ensures the security of client health information is maintained on all clients as per Centennial policy.

- Coordinates with Leadership, regular site meetings to allow clear communication between all members of facility on matters of importance i.e.; trouble-shooting; conflict resolution and/or needs of site.

- Liaison with information technologies staff regarding, troubleshooting problems, and adapting system to meet needs of the facility.

- Monitors the proper implementation and use of the sliding fee program.

- Works with appropriate departments to ensure proper coding and billing of services is being performed.

- Participates in investigation of all incident/client complaint reports for their facility(ies) and completes follow up appropriately according to policy.

  • Supervision of staff

- The selection, training, evaluation and performance improvement tasks to be completed on direct reporting staff and in collaboration with other branch leadership as appropriate.

- Facilitate staff schedules, monitor and maintain leave, approve timesheets and submit reviewed time to payroll for processing.

- Assist in new employee onboarding and orientation processes

- Fosters teambuilding among all levels of staff.

- Ensures staff is properly trained to use the EHR system.

  • Facility Management

- Ensure site facilities are properly maintained and facility issues addressed and resolved in a timely manner, monitor all aspects of daily clinic operations.

- Works closely with Safety and Infection Prevention Nurse, coordinating required drills, OSHA standards etc.

- Monitors client and staff safety within the facility.

- Monthly review fire extinguishers.

- Monthly facility walk-thru and quarterly facility inspections.

- Develop quarterly facility risk assessments.

- Coordinate office assignments with Facilities and Fleet Manager

- Schedule shared office space and maintain facility utilization to the current organizational standards.

- Manages assigned components of facilities maintenance for location in compliance with overall Facilities Plan and under the direction of the Facilities Manager

  • Travel and Logistics

- Assign and check out local fleet vehicles in accordance with Centennial Policy.

- Handle travel expense requests and reimbursement requests for self and employees.

- Coordinate maintenance of local fleet vehicles with Facilities and Fleet department.

  • Administrative Support

- Responsible for ordering and distributing clinic supplies.

- Deliver daily deposit of cash collected.

- Participates in community activities to promote Centennial (i.e. Health Fairs)

- Assists with the implementation of special programs/projects

- Participates in the Quality Improvement projects and to improve the functioning of the clinic and the delivery of client care.

- Monthly petty cash reconciliation per current finance protocols

- Monthly change drawer reconciliation per current finance protocols

- Assist in coordination of records release process in accordance with organization policy

- Other duties as assigned.

  • Essential Functions

- Arrives at work or at assigned locations punctually and attends work with minimal absences.

- Advises Managers remotely, and in person as necessary.

- Accurately records time worked for purposes of compensation.

- Works effectively both independently and as a member of a team.

- Able to communicate effectively and professionally both verbally and in writing with a wide variety of individuals including both internal and external customers.

  • Licensed Staff

- Performs duties within scope of licensure as needed when appropriate.

Other Information

  • All tiers of Office Coordinator (Tier 1, Tier 2, and Flagship) must be able to complete the duties of the Office Assistant Job Description.
  • Position tiers are based on size and complexity of facility(ies) where role will take place
Requirements:

Knowledge, Skill and Ability:

  • Intermediate level computer experience
  • Ability to prioritize work and manage time effectively and independently
  • Intermediate use of Microsoft Word, Excel and Outlook
  • Ability to communicate professionally in person and on the phone
  • Understanding of electronic systems, prior EHR experience preferable.
  • Ability to adjust to new situations encountered on a daily basis.
  • Ability to maintain constructive working relationships with employees of all levels
  • Ability to manage various tasks and duties simultaneously
  • Ability to travel Centennials 10 county catchment area.


Education or Formal Training:

High school diploma and 5 years previous management experience, preferably in healthcare. BA, BS degree in healthcare management, business preferred. Must be QMAP Certified within 90 days of employment.


Experience:

Previous supervision experience or mentoring, demonstrating leadership skills.


Qualities and Characteristics:

  • Maintains a professional relationship with leadership and all levels of staff and displays a positive attitude
  • Ability to demonstrate strong skills in leadership
  • Displays through enthusiasm and commitment; strong work ethic, responsibility, dependability; toward the mission and vision of the organization
  • Demonstrates positive interactions with others
  • Demonstrates professional image, maturity, and positive attitude
  • Genuine interest in Centennials mission and a willingness to work with vulnerable populations utilizing compassion and empathy in decision making and customer service

Working Conditions and Physical Environment:

Job duties are performed in a generally comfortable environment, but require more than the usual physical effort in the office (e.g., lifting small boxes or equipment), or prolonged movement (e.g., standing).


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