Administrative Office Coordinator - Behavioral Healthcare

Pyramid Healthcare; Havertown (Delaware County); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) match

Tuition reimbursement

Paid time off

Life insurance

FSA

Job summary

Pyramid Healthcare in Havertown, PA is hiring an Administrative Office Coordinator to support the day-to-day operations of our outpatient behavioral health office. The role emphasizes front desk excellence, patient check-in/out, scheduling, and medical records management within a HIPAA-compliant environment.

The ideal candidate is organized, detail-oriented, and customer-focused, capable of coordinating multiple priorities while delivering a welcoming experience for patients and providers.

Qualifications

• High school diploma or equivalent required.
• Previous experience in an administrative, receptionist, or medical office setting preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent customer service, communication, and interpersonal skills.
• Ability to establish and maintain professional working relationships with patients, providers, clinicians, and administrative staff.
• Demonstrated ability to prioritize competing responsibilities and work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications; experience with electronic medical records (EMR) systems is preferred.
• Strong critical thinking, problem-solving, and decision-making skills.

Responsibilities

• Serve as the primary point of contact for patients, visitors, and vendors, providing professional and courteous front desk support.
• Answer, screen, and route incoming telephone calls while responding to inquiries in a timely and professional manner.
• Provide administrative support to psychiatric providers, clinicians, and office leadership.
• Coordinate patient check-in and check-out processes, prepare patient charts, and collect copayments.
• Schedule patient appointments and facilitate requests for medical records in accordance with organizational policies and HIPAA regulations.
• Maintain accurate patient and administrative documentation within the electronic medical record (EMR) system.
• Coordinate office equipment maintenance and communicate service needs with appropriate vendors.
• Monitor office supply inventory, place orders, and ensure adequate stock levels.
• Manage petty cash and prepare weekly bank deposits in accordance with established procedures.
• Perform additional administrative and operational duties to support the efficient functioning of the outpatient office.

Skills

Organizational skills

Customer service

Communication

Interpersonal skills

Attention to detail

Multitasking

Problem solving

Critical thinking

Education

High school diploma

Tools

Microsoft Office

EMR systems

Job description

Administrative Office Coordinator

Location: Havertown, PA

Compensation: $20.00 per hour

Schedule: Monday–Friday | 8:30 AM – 4:30 PM

Position Summary

High Focus Centers is seeking a professional, organized, and customer-focused Administrative Office Coordinator to support the day-to-day operations of our outpatient behavioral health office in Havertown, PA. This position serves as a key administrative resource, ensuring efficient office operations while delivering a welcoming and professional experience for patients, visitors, and providers. The Administrative Office Coordinator plays an integral role in supporting clinical and psychiatric staff through effective coordination of front office functions, patient scheduling, medical records management, and general administrative operations. The ideal candidate is detail-oriented, highly organized, and able to manage multiple priorities in a fast-paced healthcare environment while maintaining exceptional customer service.

Key Responsibilities

• Serve as the primary point of contact for patients, visitors, and vendors, providing professional and courteous front desk support.
• Answer, screen, and route incoming telephone calls while responding to inquiries in a timely and professional manner.
• Provide administrative support to psychiatric providers, clinicians, and office leadership.
• Coordinate patient check-in and check-out processes, prepare patient charts, and collect copayments.
• Schedule patient appointments and facilitate requests for medical records in accordance with organizational policies and HIPAA regulations.
• Maintain accurate patient and administrative documentation within the electronic medical record (EMR) system.
• Coordinate office equipment maintenance and communicate service needs with appropriate vendors.
• Monitor office supply inventory, place orders, and ensure adequate stock levels.
• Manage petty cash and prepare weekly bank deposits in accordance with established procedures.
• Perform additional administrative and operational duties to support the efficient functioning of the outpatient office.

Qualifications

• High school diploma or equivalent required.
• Previous experience in an administrative, receptionist, or medical office setting preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent customer service, communication, and interpersonal skills.
• Ability to establish and maintain professional working relationships with patients, providers, clinicians, and administrative staff.
• Demonstrated ability to prioritize competing responsibilities and work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications; experience with electronic medical records (EMR) systems is preferred.
• Strong critical thinking, problem-solving, and decision-making skills.

Pyramid CORE Values

We are committed and proud to live our CORE values and use them to inspire those around us. Our employees are expected to align with these values, behaviors, and standards. We are held accountable for upholding these CORE Values: INTEGRITY is striving to be honest, transparent, and ethical when dealing with clients, staff, and the community. DEDICATION is demonstrating an unwavering commitment to always provide exceptional care and support to those we serve is needed daily. COLLABORATION is a steadfast, team-focused approach; working together to achieve excellence. PASSION is genuine, compelling, and relentless desire to improve lives and support Pyramid Healthcare’s mission.

Total Rewards For Full-Time Positions

• Medical, Dental, and Vision Insurance
• Flexible Spending Accounts
• Life Insurance
• Paid Time Off
• 401(k) with Company Match
• Tuition Reimbursement
• Employee Recognition Programs
• Referral Bonus opportunities
• And More!

Want to know more?

To learn more about Pyramid Healthcare, and how you can achieve personal and professional growth, visit us at: https://bit.ly/Pyramid-Careers.

Pyramid Healthcare, Inc. is proud of its diverse workforce, and is an Equal Opportunity Employer.