Office Coordinator

4 weeks ago

Chicago, United States Trilogy Behavioral Healthcare Full time

Overview:
The Office Coordinator I will provide administrative and clerical support, site management, and financial management assistance to the Child & Adolescent Services Program, located out of the Albany Park office. The Office Coordinator I will be the lead site support for the Albany Park office, and is the point of contact for all employees, clients, and visitors. The Office Coordinator I will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship.

**Responsibilities**:
- Provide administrative and clerical support for clinical teams; i.e. documentation reminders, reporting of productivity numbers, handout of medication sheets, calendar maintenance, faxing, etc.
- Develop and execute workflows to address program needs
- Provide support to on-site Team Leaders with team operations; i.e. attendance at team meetings, maintenance of contact lists, budget creation, completion of tracking forms and logs, etc.
- Manage site operations; i.e. supply management, mail distribution, petty cash, food orders, etc. Coordinate assistance from other departments to address site specific issues, such as Maintenance, Information Technology, etc.
- Facilitate check-in process for clients entering outpatient clinic: greeting clients, manage client copayment collection, collect documentation and scan to appropriate systems, and distribute assessments to clients.
- Schedule initial and follow up psychiatry appointments for Tapestry Integrated Health Center, along with providing client and staff member updates
- Coordinate onboarding/offboarding process of employees
- Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received. Assist with the controlled substance process, which includes sign-in/sign-out of medications per policy.
- Ensure client documentation is received and scanned into appropriate systems.
- Assist with submissions of case registrations for clients and submissions of Medicaid/ Managed Care Organization authorizations for teams.
- Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
- Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
- Provide back-up financial services support as needed; i.e., filling of client envelopes, petty cash, etc.
- Distribute client funds, provide account balances, and pick up funds from off-site locations i.e. weekly budgeted monetary funds, petty cash, etc.
- Assist with recognition announcements and planning of staff appreciation activities
- Ensure the completion of routine safety drills in accordance with policies, procedures, and guidelines.
- Provide open access coverage at main location ensuring clients are matched with available clinicians when appropriate
- Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential agency issues.
- Perform other related duties and/or projects as assigned

Qualifications:

- Demonstrated work experience in an administrative, clerical, or site management position
- Familiarity with computers and database management tools
- Excellent customer service and organization skills
- Provide thorough communication to all teams, departments, and Supervisors
- Ability to be flexible, adaptable, and proactive in a variety of situations
- Bilingual (Spanish), strongly preferred
- Available to work evenings

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