Office Coordinator

Position:
Office Coordinator at Pasadena Villa Outpatient, McLean, VA.

The Office Coordinator provides customer service and support for day‑to‑day operations of a highly specialized mental health treatment center offering intensive outpatient and partial hospitalization programming. The role includes client relationship management, client payment collections, medical records management and quality assurance, facility management, and support of on‑site admissions processes.

• Greets clients and guests in a warm and welcoming manner.
• Ensures facility is welcoming, tidy, and well maintained.
• Responsible for using Regions One Pass to make these deposits.
• Conducts all medical records activities in a highly confidential manner consistent with both clinical needs and other documentation requirements.
• Facilitates communications with the Admissions Coordinator and/or Executive Director as needed for each admission.
• Assists with the admissions process, creates client’s medical record, and provides new client orientation.
• Tracks and maintains a variety of reports in a timely and accurate manner.
• Ensures all required safety inspections and other tasks required for licensure are completed within regulatory guidelines.
• Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.

• Can be relied upon to be at work as scheduled and is rarely absent from work, notifying the supervisor if absent.
• Reads, understands, and adheres to all company policy statements on ethics, conduct, and conflict of interest; adheres to facility policies, procedures, rules, and regulations.
• Maintains positive attitude and acts as a team player with others on the team.
• Attends and completes all trainings within assigned time frames as required by the facility.
• Main point person to check in clients, order meals/supplies, upload receipts, complete admission paperwork, accept deliveries and be available as needed for client supervision.
• Performs other activities as requested, assumes other appropriate operational responsibilities as necessary.
• Provides backup support to the admissions coordinators for inquiries directed to the facility.
• Provides general administrative support, as needed.

• High School degree or equivalent;
  Bachelor’s degree preferred.
• Minimum of two years of administrative experience in a behavioral health setting.
• Knowledge of behavioral health terminology.
• Experience with Salesforce CRM or other client relationship management software.
• Experience working with physicians and therapists strongly preferred.

• Communicate with peers, general public, clients, and/or vendors.
• Move throughout the building and sit or remain stationary for extended periods of time.
• Tasks may include talking or hearing, sitting, standing, walking, reaching, climbing or balancing, stooping, kneeling, crouching, crawling, tasting, or smelling.
• Ability to move 25 pounds.

• Valid driver’s license and acceptable driving record.
• Clearance of TB test and any other mandatory state/federal requirements.
• Current CPR and First Aid certification.

• Knowledge of and adherence to confidentiality standards, including HIPAA.
• High level of customer service.
• High level of attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with technology.
• Proficiency with Microsoft Office Suite, including Excel.
• Alignment with company mission, core values, and treatment philosophy.