Outpatient Administrative Coordinator

Apalachee Center, Inc. is best known for helping individuals and families of North Florida succeed in recovering from emotional, psychiatric, and substance abuse crises. Apalachee Center, Inc. provides comprehensive behavioral health services across 8 counties (Franklin, Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla Counties).

Apalachee Center, Inc. offers competitive benefits for our full-time positions to include health, dental, vision, basic life insurance, long term disability, paid time off, and more.

Overview: 

The Outpatient Administrative Coordinator is responsible for providing comprehensive training, scheduling, administrative, and operational support to ensure the efficient and compliant functioning of outpatient programs. This position leads the onboarding and continued education of support staff, maintains an up-to-date training manual aligned with current agency policies, and ensures accurate documentation practices across clinics. The coordinator works closely with the Program Director to manage APRN scheduling through ShiftHound, ensuring adequate provider coverage.

ESSENTIAL/CORE JOB-SPECIFIC DUTIES AND RESPONSIBILITIES  

1. Provides onboarding and ongoing training to new and existing outpatient support staff to ensure consistent and compliant operations in line with agency policies and procedures. Trains support staff on medical record requirements, documentation standards, and fee collection practices. Offers Avatar system training and support as assigned. Regularly reviews and monitors medical record management and filing systems to ensure accuracy, efficiency, and compliance. Maintains a Support Staff Training Manual and updates it annually to ensure training content aligns with current agency policies and procedures.

2. Assists in scheduling APRNs using ShiftHound to ensure appropriate coverage across all outpatient clinic locations. Works closely with the Program Director to monitor staffing needs and maintain adequate provider time allocation for each site.

3. Provides back-up administrative and telephone support to other staff as needed. Assists the Program Director with scheduling appointments for specialized referral programs and addressing operational or administrative concerns. Collaborate with supervisors and departments to support seamless service delivery and compliance with policies and procedures.

4. Monitors the preparation and submission of required reports and documentation (e.g., monthly reports, EOC checklists, fire drills, client satisfaction surveys), ensuring alignment with agency and licensing standards. Assists in developing, implementing, and revising program procedures and protocols as designated. Monitors unit operations to ensure adherence to procedures, specifically the Just In Time Scheduling procedure. Participates in Joint Commission reviews and other audits as assigned.

5. Conducts client financial assessments and administrative intakes, gathering information to determine eligibility, insurance coverage, and applicable fees. Completes required documentation (e.g., ICR, CIA), sets client fees in accordance with agency policy, collects payments, issues receipts, and manages billing and financial records including write-offs. Maintains accurate records of client services, timekeeping, and insurance documentation.

Education/Experience: 

• A high school diploma or its equivalent.

• Five years of secretarial or office clerical experience, one of which must have been in an administrative/supervisory capacity. 

• Must possess a typing score of at least 55 CWPM.

Licensure or Certification:

• Must possess a valid Florida driver’s license

• Maintain authorization as an approved Center vehicle driver.