Office Coordinator​/HR Assistant

• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

The Office Care Coordinator / HR assistant is responsible for overseeing the daily administrative operations of the office while supporting client engagement, scheduling, and coordination of behavioral health services. This role ensures the office environment runs efficiently while assisting with client intake, communication, appointment coordination, and service continuity.

This position also includes providing and documenting billable care coordination services and ensuring documentation supports submission to Medicaid and other insurance payers.

• Coordinate day-to-day office operations to ensure efficient workflow.
• Serve as the first point of contact for clients, families, and visitors.
• Answer phones, respond to emails, and direct inquiries appropriately.
• Maintain organized client files and office records in accordance with HIPAA and agency policies.
• Monitor office supplies and coordinate ordering when needed.
• Assist leadership with scheduling meetings, staff calendars, and office communications.
• Support preparation of reports, forms, and documentation.

• Assist with client intake processes including collection of required documentation.
• Coordinate scheduling of assessments, therapy sessions, and group programming.
• Maintain communication with clinicians, case managers, and program staff regarding client scheduling and service needs.
• Follow up with clients and families regarding appointments and service participation.
• Support continuity of care by coordinating referrals and connecting clients to appropriate services.
• Document care coordination activities in the agency’s electronic health record (EHR).
• Complete documentation necessary for billing care coordination services to client insurance providers including Medicaid and other payers.
• Ensure documentation meets medical necessity and billing compliance standards.
• Maintain accurate records of client contacts, coordination activities, and service outcomes.
• Collaborate with clinical and billing staff to ensure timely and compliant claim submission.
• Track and manage employee benefits including time off
• Create, develop, and update agency policies
• Track and collect employee evaluations
• Manage the ADP portal and platform
• Track and collect employee write ups and progressive discipline correspondences
• Assist in interviewing new candidates and conducting reference checks
• Conduct new hire orientation
• Other responsibilities directed by the Director of operations or HR officer

Preferred:
Associate or bachelor’s degree in healthcare administration, Social Work, Psychology, Business Administration, or related field.

Minimum:
High School Diploma with relevant administrative or healthcare experience.

Preferred: 1–3 years of experience in behavioral health, healthcare administration, or client service coordination. Experience with Medicaid behavioral health services, care coordination documentation, or insurance billing is preferred.

• Strong organizational and multitasking skills
• Excellent customer service and communication abilities
• Ability to maintain confidentiality and professionalism
• Strong attention to detail
• Ability to coordinate multiple schedules and priorities
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to work collaboratively with clinical and administrative staff

Department:
Behavior Health Services/ Human Resources

Reports To:

Clinical Supervisor/ Human Resources Officer

Employment Type:

Full-Time

Compensation: $27-$35 per hour (Based on education & experience)

9:00am-5:00pm

Location:

ACE Wellness Center – Lorain OH/Columbia Station, Strongsville…