Office Coordinator - Cohen Clinics

Centerstone is among the nation’s leading nonprofit behavioral health systems with thousands of employees dedicated to delivering care that changes people’s lives. A dynamic, well-established organization, we offer rewarding opportunities to serve all ages in a variety of settings. Come talk to us about joining the Centerstone team!

Centerstone, a trauma-informed organization, endorses an organizational culture built on understanding, recognizing and responding to those affected by trauma to strengthen resilience for our clients, staff and community. Come talk to us about joining the Centerstone team!

JOB DESCRIPTION:

SUMMARY OF POSITION

With a multidisciplinary team of licensed clinicians, case managers, and veteran outreach workers, the clinic offers high-quality, evidence-based, and personalized outpatient mental health treatment tailored to meet the specific needs of veterans, particularly those from the Iraq and Afghanistan wars, and their families. The Cohen Clinic is part of the Cohen Veterans Network, a national nonprofit (501c3) network of clinics.

Under the general direction of the Office Manager, this position is responsible for registering and scheduling patients in the appropriate IT system, organizing daily patient schedules, triaging incoming patient reports to appropriate locations, answering phones, obtaining and documenting insurance pre-authorizations and pre-certifications and facilitating administrative needs.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Operate the main switchboard at the Cohen Clinic by answering incoming calls, routing calls to appropriate staff members, etc.
• Serves as the main receptionist for the Cohen Clinic, greeting and appropriately directing Cohen visitors, clients and staff.
• Copies photo identification and any insurance information for client file.
• Serves as primary back-up for Cohen Clinic staff in taking and distributing messages as needed.
• Reports problems with the telephone system to appropriate staff and coordinates with service personnel as needed to correct problems.
• Maintains current information on all clinic services and other community services to assist consumers, staff, and the general public in accessing the Cohen Clinic and other community services.
• Serves as general back-up to administrative staff performing tasks such as faxing, preparing documentation for distribution internally or external mail out, copying, and meeting preparation.
• Serves as primary mail clerk for the clinic in the sorting and distribution of incoming mail, posting of outgoing mail, and daily mail pick-up and drop-off.
• Aids in retrieving, sorting, and distributing faxes to appropriate staff.
• Participates, along with office manager in the managed care billing process responsibilities including discussion of insurance co-payment.
• Maintains a daily log of accounts receivable checks and consumer checks, mailed to the Cohen Clinic.
• Presents a professional image, maintaining a calm, professional manner knowing that some callers are consumers or family members and may be agitated, stressed, or present a difficult communication situation.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Effectively communicate via written, verbal, in person and virtual methods.
• Good verbal communication skills, poise and ability to handle high volume telephone duty.
• Typing, filing, and general office skills required.
• PC literate with knowledge of MS software. Intermediate level on MS Excel, Email and word processing programs. Ability to utilize Internet for resources.
• Willingness to learn new functions.
• Strong consultative abilities, conflict-resolution skills, and leadership abilities.
• Able to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Communicates clearly and concisely, both orally and in writing.
• Demonstrated ability to establish and maintain effective working relationships.
• Analytical skills, professional acumen, business ethics and, thorough understanding of continuous improvement processes.
• Problem solving.
• Respect for confidentiality.

QUALIFICATIONS

Education Level              

High school diploma or GED is required.

Years of Experience       

Prior experience within the military community and/or veteran administrative organizations.

Certification/Licensure 

N/A

PHYSICAL REQUIREMENTS

Standing – 20%

Sitting – 80%

Squatting – Occasional

Kneeling – Occasional

Bending – Occasional

Driving – Occasional

Lifting – Occasional

DISCLAIMER

The duties and responsibilities described in this document are not a comprehensive list and additional tasks may be assigned to the employee from time to time, or the scope of the job may change as necessitated by business demands.

Time Type:

Pay Range:

Delivering care that changes people's lives starts with our employees. Below are just some of the great benefits Centerstone employees enjoy:

• Medical, dental, and vision health coverage

• Flexible Spending and Health Savings Accounts

• 403b retirement plan with company match

• Paid time off and ten paid holidays

• AD&D Insurance, Life Insurance, and Long Term Disability (company paid)

• Employee Resource Groups

• Continuing education opportunities

• Employee Assistance Program

Centerstone is an equal opportunity employer. Employment at Centerstone is based solely on a person's merit and qualifications directly related to professional competence. We treat all clients and colleagues with dignity and respect.

At Centerstone, we use our values as a guide for what we do. Respect, Expertise, Integrity and Empowerment are at the heart of every interaction at Centerstone, and particularly rooted in our Culture.

Our approach to culture is to create an environment that encourages, supports and celebrates the voices and experiences of our employees. We are committed to a culture of empowerment, respect, integrity and expertise that powers our innovation and connects us to each other, our clients and the communities we serve.

Centerstone is also committed to a strong culture of quality and safety, celebrating role-models who champion best practices for quality, clinical risk, and patient safety.