Wellness Office Coordinator

Overview

Plans, coordinates, and promotes wellness programs.

Position Specific

Competencies:

In addition to the following essential position competencies, other competencies may be required to meet changing organizational needs:

Reports/Records information correctly.

• Completes documentation as described in policies and procedures.

• Collects correct and appropriate information from patients/customers/employees to properly inform and prepare staff for delivery of services.

• Completes reports for Wellness Services and other data as requested.

• Perform full range of secretarial, general office, clerical and maintenance of general office supply inventory.

• Receives, sorts, and collates client information, creates files, and enters information into computer for analysis and tracking.

• Answers telephones, takes messages, and transfer calls to proper person.

• Assists in record keeping of referrals into and out of Wellness Services

• Record and report EHIP and TH appointment numbers to Exercise Manager as requested.

• Maintain accurate gift certificate logs.

• Redeem gift certificates correctly.

Uses appropriate problem-solving approach to plan services.

• Schedules customers/members/patients for EHIP, EIM, TH, massage, nutrition, wellness coaching and other appointments as needed.

• Answer phone in a manner consistent with First Health Customer service standards. Return messages in a timely manner.

• Coordinate rooms, provider, use of equipment, and other spaces.

• Have a reserve of several files prepared for use at all times.

• Handles customer inquiries and grievances when presented and routes to the appropriate manager or staff person.

• Makes all confirmation calls for the Massage, LEC, EIM and Nutrition departments.

• Attend staff meetings.

• Maintain an accurate Point of Sale.

• Pull records on each patient for every visit.

• Print schedules for resource and provider.

• Complete orders for office supplies for LEC and Wellness Services according to H&F business operations manager timeline.

Provides services with consideration of recipient’s needs.

• Greets every customer/member/patient in a manner consistent with First Health customer service standards.

• Schedules appointments as needed in various programs, membership department, and community events.

• Makes confirmation calls for all appointments.

• Demonstrate customer service skills when making, rescheduling or cancelling appointments and when dealing with upset customers.

• Maintains a team approach in working with the dietician, massage therapist, exercise specialists and Exercise is Medicine staff.

Uses equipment/supplies correctly.

• Identifies department inventory and ensures that equipment/supplies are available.

• Maintains storage and filing areas in an orderly fashion.

• Orders all office supplies for the department.

Uses appropriate safety and infection control measures.

• Complies with department and organization safety and infection control measures.

Teaches/Directs/Advises/Informs other in an appropriate manner.

• Performs trouble‑shooting regularly and informs others of events/activities that may affect usual or assigned duties.
• Presents possible solutions to scheduling and/or operational conflicts.
• Shows ability to share knowledge of programs and services to effectively assist patients/customers/employees.
• Communicate with staff when customer arrives.
• Communicate with staff when customer cancels appointment. Follow cancellation procedures.

Age Group Served:

All age groups within the Health and Fitness Membership (approximately 8-100).

Qualifications:

The following qualifications or equivalents are the minimum requirements necessary to perform the essential function of this position.

Education/Formal Training/Licensure/Certification/

Experience:

Completion of high school or equivalent.…