Office Coordinator

Pasadena Villa Outpatient; Lansing (MI); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401K with company match

Health plan options

Paid time off

Job summary

Pasadena Villa Outpatient Lansing is seeking an Office Coordinator to support day-to-day operations at our behavioral health treatment center. You will handle client relations, medical records, payments, and admissions coordination, ensuring confidential, compliant processes.

Requirements include a high school diploma (Bachelor’s preferred) and at least two years of administrative experience in a behavioral health setting; proficiency with Salesforce CRM and MS Office is expected.

Qualifications

• Position requires a High School diploma or equivalent.
• Bachelor’s degree preferred.
• Minimum of two years of administrative experience in a behavioral health setting.

Responsibilities

• Greets clients and guests in a warm and welcoming manner.
• Ensures facility is welcoming, tidy, and well maintained.
• Responsible for deposits using Regions OnePass.
• Conducts medical records activities with confidentiality.
• Facilitates admissions communications with Admissions Coordinator/Executive Director.
• Assists with admissions process and creates client medical records.

Skills

Customer service

Attention to detail

Verbal communication

Written communication

Technology proficiency

Office software

Education

High School diploma or equivalent

Bachelor’s degree preferred

Tools

Salesforce CRM

Microsoft Office

Regions OnePass

Job description

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. As part of Odyssey Behavioral Healthcare, we support individuals along their treatment and recovery journey through integrated mental health treatment services along a full continuum of care including intensive residential, partial hospitalization, and intensive outpatient services.

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!

Located in the heart of Lansing, Michigan, Pasadena Villa Outpatient Lansing provides convenient access to local amenities and surrounding communities. Our facility is dedicated to supporting adults (18+), offering specialized care for mental health challenges such as depression, anxiety, bipolar disorder, and personality disorders.

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!

What we offer

• Collaborative environment dedicated to clinical excellence
• Company Supported Continuing Education & Certification
• Multiple Health Plan Design Options Available
• 100% Company Paid EAP Emotional Well-Being Support
• 100% Company Paid Critical Illness (with health enrollment plan)
• 100% Company Paid Life & ADD
• 401K with Company Match
• Company-Sponsored HSA, FSA, & DSA Tax Savings Accounts
• Generous Team Member Referral Program

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

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

Additional Responsibilities

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

Requirements

Education and Experience

Position requires a High School diploma or equivalent. 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.

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.

Pasadena Villa Outpatient provides equal employment opportunities without regard to race, color, creed, ancestry, national origin, ethnicity, sex, gender, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, service in the military, or any other characteristic protected under applicable federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment. Pasadena Villa reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. Reasonable accommodations may be made to reasonably accommodate qualified individuals with disabilities. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At-Will.”