Site Coordinator

2 weeks ago

Baltimore, United States Families First Counseling & Psychiatry Full time

**SUMMARY OF POSITION RESPONSIBILITIES**:
The Site Coordinator is responsible for providing service coordination and oversight of activities of the Outpatient Mental Health Clinic within the assigned office location. Interrelates with supervisor, and management, as well as staff and clients to ensure optimal operation of the Clinic. Must also coordinate with other Site Coordinators at other locations. Performs all tasks in accordance with company policies. Performs duties under mínimal supervision. Exhibits proficiency in all the following: Conference Call Coordination, Conference Room Setup/Cleanup, Scheduling Appointments, Calendar Management, Coordinate Meetings, Planning, Coordination, Customer Service, Employee Relations. Possess the ability and skills necessary to provide orientation and training for new Site Coordinators at other locations. The Site Coordinator will be directly supervised by the assigned Area Director for the clinic location.

**ESSENTIAL DUTIES**:

- Ensure that clinic doors are open, phones are ready to receive calls, retrieve the previous message, conduct walkthrough of office, and ensure all needed supplies are at the front desk.
- Phone support: (to include, but not limited to) medical inquiries, prescription refill requests, Physician support, appointment scheduling, and coverage for other site coordinators.
- Coordinate the patient’s care, verify insurance coverage prior to appointments, and follow-up appointments.
- Obtain and track all necessary referrals as required by medical insurance plans prior to scheduled appointments.
- Register/input patient demographics into the EMR system and verify all required documents have been signed and completed.
- Medical billing: claim submission, payment posting, authorization, and denials.
- Demonstrates reliability in accepting and fulfilling various roles in the overall staffing plan.
- Serves as the administrative manager for the organization through distribution, receipt, storage, and communication of information related to the ongoing operations of the organization.
- Displays functional interpersonal skills with employees and patients by communicating in a clear and direct manner when relaying information and managing administrative tasks, and by assisting in resolving misunderstandings and/or conflicts occurring within the organization.
- Manages the organization’s historical information by developing and utilizing a filing and retrieval system that are efficient and easy to manage.
- Exercises discretion in communication and confidentiality when working with management and direct service staff within and outside the facilities.
- Completes correspondence, reports, memos, take minutes during staff meetings and upload to the respective folder, and special projects with precision and in a timely manner, as directed by the Area Director.
- Obtains and increases professional and technical knowledge and skills by attending trainings, reviewing professional publications, and establishing personal networks related to workplace competence.
- Assembles and maintains personnel and administrative correspondence files in designated areas according to applicable alphabetic filing systems.
- Completes tasks with attention to detail, meet established deadlines, and functions with mínimal direct supervision.
- Demonstrates the ability to organize and prioritize required and assigned job duties.
- Consistently utilizes advanced skills in word processing and spreadsheets to perform mail merges, monitor applicant tracking, and update the required employee databases.
- Participates actively in administrative organizational tasks directly related to obtaining and maintaining national accreditation.
- Provide appropriate linkages, referrals, coordination, and follow-up for patients to services, and supports.
- Upload and print out employee identification badges as needed.
- Assist in conducting practice health and safety drills for the clinic as needed with written documentation.
- Demonstrates flexibility as it relates to a change of work hours on short notice.
- Ability to cover other locations in the event that another site coordinator is out of the office.
- Any other duties necessary for the continued function and operation of the organization.

**LEVEL OF EDUCATION/TRAINING/ QUALIFICATIONS**:

- High school Diploma, GED, or Associate Degree in human services or related discipline.
- Excellent working knowledge of COMAR.
- Knowledge of clinic territory/population demographics and presenting needs.
- Proven ability to analyze data, research information, excellent communication skills, and be able to problem-solve.
- Ability to look for ways to improve and promote quality and demonstrate accuracy and thoroughness.
- Demonstrated knowledge and experience with child and welfare systems and services, community mental health, and/or community psychology models.
- Ability to complete multiple competing tasks within challenging deadlines.
- Excelle

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