Office Coordinator

Why You Will Love Working With Us!

At Pasadena Villa Outpatient, we are a dynamic, dedicated, and growing team of professionals deeply passionate about providing evidence-based and personalized clinical care for behavioral health conditions.  Pasadena Villa Outpatient is a leading provider of mental health treatment services across the region.  With over over 25 Outpatient locations across eight states, we are on a mission to improve mental wellness in the communities we serve.  We are a part of Odyssey Behavioral Healthcare Network which offers a continuum of care within our Psychiatric Network, Eating Disorder Network, including inpatient, intensive residential, partial hospitalization, and intensive outpatient services nationwide.

Our team’s foundation is client centered care and clinical excellence through our 5-star service commitment – Respect, Accountability, Integrity, Flexibility, Collaboration and Service.  We are committed to our team and our team is committed to our clients! 

Join our team!  Be part of our amazing vision of changing lives empowering each client’s inherent strengths making a difference in countless lives, while being part of a larger nationwide network that is growing each day!

Position Summary

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. Position is responsible for client relationship management, client payment collections, medical records management and quality assurance, facility management, and supporting on-site admissions processes.

Relationships and Contacts

Within the organization:  Initiates and maintains frequent and close working relationships with local team members and peers throughout the organization.

Outside the organization:  Initiates and maintains strong professional relationships with clients and families, referral partners and vendors, as needed.

Position Responsibilities

Essential Responsibilities

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

Additional Responsibilities

1. Can be relied upon to be at work as scheduled and is rarely absent from work, notifying the supervisor if absent.
2. Reads, understands, and adheres to all company policy statements on ethics, conduct, and conflict of interests; adheres to facility policies, procedures, rules, and regulations.
3. Maintains positive attitude and acts as a team player with others on the team.
4. Attends and completes all trainings within assigned time frames as required by the facility.
5. 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.
6. Performs other activities as requested, assumes other appropriate operational responsibilities as necessary.
7. Provides backup support to the admissions coordinators for inquiries directed to the facility.
8. Provides general administrative support, as needed.

Requirements

Education and Experience

Position requires a High School degree or equivalent in combined education and experience, Bachelor’s degree preferred, and a minimum of two years of administrative experience in a behavioral health setting. Must have knowledge of behavioral health terminology and experience with Salesforce CRM or other client relationship management software. Experience working with physicians and therapist, strongly preferred.

Physical Requirements

• While performing the duties of this job, the employee will be required to communicate with peers/general public, clients and/or vendors.
• Job performance will require the ability to move throughout the building as well as sit or remain stationary for extended periods of time.
• While performing the duties of this job, the employee may be required to talk or hear, sit, stand, walk, reach, climb or balance, stoop, kneel, crouch or crawl, taste, or smell.
• Ability to move 25 pounds.

Other Requirements

• Position requires incumbent to have a 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.

Skill Competencies

• Demonstrates knowledge of and adherence to confidentiality standards, to include HIPAA.
• Demonstrates a high level of customer service.
• Demonstrates a high level of attention to detail.
• Demonstrates excellent verbal and written communication skills.
• Demonstrates proficiency with technology.
• Demonstrates proficiency with Microsoft Office Suite, to include Excel.
• Demonstrates alignment with company mission, core values and treatment philosophy.