Administrative Coordinator

NeuLife Rehabilitation; Michigan; On-site; USD 38,000 - 54,000; Full time

Job summary

NeuLife Rehabilitation of Michigan is seeking an Administrative Coordinator to join our team and support daily operations across front-office, scheduling, and records management. You will greet visitors, manage calls, process invoices in Bill.com, and maintain PCC records while coordinating admissions, discharges, and clinical scheduling with residential teams.

The role requires a high school diploma or equivalent (bachelor's preferred) and 2+ years in administrative coordination or healthcare,

Qualifications

• High school diploma or equivalent required; bachelor's degree preferred.
• 2+ years admin coordination, scheduling, healthcare or related experience preferred.
• Experience with individuals with developmental disabilities or brain injuries preferred.
• Proficiency in Microsoft Office and the ability to learn electronic medical record, scheduling, and other administrative systems.

Responsibilities

• Greet visitors and provide front-office support.
• Answer, triage, and transfer calls promptly.
• Manage mail and invoices in Bill.com; maintain PCC records.
• Record provider payments and track in financial spreadsheets.
• Coordinate admissions, discharges, and scheduling with teams and departments.
• Communicate scheduling changes to staff, providers, families, and stakeholders.
• Track prescription expiration dates and communicate needs to nursing and other departments.
• Process clinical documentation following CPT guidance and procedures.
• Maintain and audit PCC and other records; escalate issues as needed.
• Prepare and distribute weekly census information and routine communications.

Skills

Attention to detail

Communication skills

Customer service

Multitasking

Education

High school diploma or equivalent; bachelor's degree preferred

Tools

Microsoft Office

Bill.com

PointClickCare (PCC)

Job description

Join our team as an Administrative Coordinator!

At NeuLife Rehabilitation of Michigan, we're more than just a workplace; we're a community committed to compassion, quality care, and supporting both our persons served and our team. If you're passionate about helping others and want to grow professionally in a supportive, best-practice environment, we want you on our team.

Job Responsibilities

• Greet visitors and provide professional front-office assistance
• Answer, triage, and transfer incoming company calls in a timely manner
• Retrieve, open, sort, and distribute incoming mail daily
• Scan accounts payable invoices into Bill.com and maintain related administrative records
• Record provider check payments in the designated financial tracking spreadsheet
• Place and track approved supply orders according to established procedures
• Coordinate routine vendor communications and coordinate vendor communications and ???
• Enter and maintain approved admissions, location changes, and discharges in PointClickCare (PCC)
• Coordinate clinical schedules and process daily scheduling changes in the designated scheduling platform
• Coordinate medical appointments and related transportation with residential teams, providers, and other departments
• Track required appointment and service frequencies and identify scheduling gaps or upcoming needs
• Communicate schedule changes, cancellations, and appointment information to appropriate staff, providers, families, and other stakeholders
• Track prescription expiration dates and communicate upcoming needs to nursing and other appropriate departments
• Process clinical documentation using established CPT coding guidance and procedures
• Monitor PCC and other documentation platforms, identify missing or incomplete records, follow up in accordance with established procedures, and elevate unresolved concerns to the appropriate department or supervisor
• Compile and distribute weekly residential and clinical census information, including scheduled admissions, discharges, and location changes, using approved information
• Maintain reports concerning person-served and distribute routine communications to external stakeholders in accordance with established procedures
• Maintain supporting documentation in persons served files in accordance with program, AFC, and CARF requirements, including required annual updates
• Coordinate routine admission, discharge, and other documentation requiring signatures
• Process and update daily census information in the designated platform or system in accordance with established procedures
• Perform other related duties as assigned

Job Requirements

• High school diploma or equivalent required; bachelor's degree preferred
• Two or more years of administrative coordination, scheduling, healthcare, or related experience preferred
• Experience working with individuals with developmental disabilities, traumatic brain injuries, acquired brain injuries, or other catastrophic injuries preferred
• Strong attention to detail and ability to organize and prioritize multiple assignments within established deadlines
• Strong written and verbal communication skills
• Professional customer service skills when interacting with persons served, families, providers, staff, visitors, and external stakeholders
• Proficiency in Microsoft Office and the ability to learn electronic medical record, scheduling, and other administrative systems
• Ability to handle confidential and sensitive information appropriately
• Ability to work effectively across departments and follow established policies and procedures
• Must successfully complete all required background checks and employment screenings

Physical Requirements

• Remain in a stationary position for extended periods
• Frequently move within the office and other work locations
• Operate computers, telephones, and other standard office equipment
• Occasionally lift, carry, push, or pull objects weighing up to 50 pounds
• Travel locally between company locations up to 20% of the time

Join our team and make a real difference! Deliver high-quality, person-centered care while helping persons served achieve their unique goals in a supportive, best-practice environment.

NeuLife Rehabilitation of Michigan is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.