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Administrative Coordinator

2 months ago

Oklahoma City, Oklahoma, United States Evergreen Life Services Full time
Job DescriptionBenefits:
  • 401(k)
  • 401(k) matching

Evergreen Life Services is an equal opportunity employer. We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital status, or any other legally protected status.

Position Overview:
FLSA Classification: Non-Exempt
Reports To: Executive Director

Role Summary:
Responsible for managing the daily operations of the office and clinic, ensuring efficiency and effectiveness in all tasks.

Key Responsibilities:
  • Process invoices accurately for payment and account allocation using appropriate vendor identifiers; establish new vendor accounts as necessary.
  • Gather essential documents and claims required for the annual Quality Assurance audit.
  • Support marketing initiatives by ordering supplies, participating in promotional events, and attracting new patients to the clinic.
  • Draft memos, letters, and other correspondence as assigned.
  • Oversee the inventory and procurement of office supplies and equipment.
  • Handle incoming calls, direct inquiries, and schedule appointments for the clinic.
  • Manage front office traffic concerning appointments and assist the Nurse Practitioner as required.
  • Maintain accurate records of patients served, including service dates, personal information, and relevant details.
  • Coordinate with vendors for repairs as requested by the Executive Director, subject to approval.
  • Keep a comprehensive ledger of accounts for all cash clients, including receipts and copies of checks; provide monthly statements to the Executive Director.
  • Screen potential patients as needed and assist with laboratory tasks.
  • Ensure all patient billing documentation is completed accurately and submitted to the billing clinic, maintaining effective communication with billing associates.
  • Assist with various administrative tasks in the office and clinic as required.
  • Ensure the cleanliness and organization of examination rooms.
  • Conduct general filing of staff and client records.
  • Collect and dispatch overnight packages to laboratory companies as necessary.
  • Manage the opening and closing procedures of the office.

Qualifications:
  • Proficient in reading, writing, and verbal communication in English; capable of understanding instructions, maintaining records, and preparing reports.
  • Possess a valid driver's license that meets company insurance requirements and proof of liability coverage if applicable.
  • Meet and maintain all requirements set by relevant state agencies, including good standing with the state abuse and neglect registry.
  • Willingness to undergo and pass a drug screening and criminal background check.
  • Ability to acquire basic computer skills (e.g., powering on/off, logging in/out, entering data, approving timesheets).
  • Prior experience in Medical Coding/Billing is preferred.
  • Experience in a Medical or Doctor's office setting is advantageous.

Physical Requirements:
  • Regularly move about to coordinate work activities.
  • Occasionally lift and position objects weighing up to 25 pounds.
  • Assist individuals physically as appropriate.
  • Remain alert and responsive to individuals' needs.
  • Occasionally exposed to viruses and infectious conditions.

Special Requirements:
  • Represent Evergreen Life Services in a manner that reflects the organization's credibility and professionalism.
  • Demonstrate a desire to work with individuals with disabilities and enhance their quality of life.
  • Function effectively in high-pressure situations.
  • Availability to work additional hours as needed.

Working Environment:
  • General office setting.

Supervisor Responsibility:
  • This position does not have direct reports.