Office Coordinator

Odyssey Behavioral Group; McLean (VA); On-site; USD 29,000 - 43,000; Full time

Benefits offered by this job

Career development

Continuing education & certification

Health plan options

Dental & Vision plan options

Company-paid EAP

401K with company match

HSA, FSA, & DSA

Referral program

Parental leave

Job summary

Pasadena Villa Outpatient is seeking an Office Coordinator in McLean, VA to support day-to-day operations of a mental health treatment center. You will manage client relations, admissions, payments, and medical records while maintaining confidentiality and quality assurance.

The role requires strong customer service, organizational skills, and proficiency with Salesforce CRM and Microsoft Office. Monday–Friday, 8am–4pm, with a focus on compliance and seamless patient experiences.

Qualifications

• High School degree or equivalent; Bachelor’s preferred.
• Minimum of two years of administrative experience in a behavioral health setting.
• Knowledge of behavioral health terminology and Salesforce CRM or similar CRM software.

Responsibilities

• Greets clients and guests in a warm and welcoming manner.
• Ensures facility is welcoming, tidy, and well maintained.
• Process admissions and create client records; support on-site admissions.
• Manage client payments and deposits; handle medical records with confidentiality.
• Maintain reports and ensure regulatory compliance; coordinate with Admissions team.

Skills

Customer service

Attention to detail

Verbal and written communication

HIPAA confidentiality

Education

High School degree or equivalent

Bachelor’s degree preferred

Tools

Salesforce CRM

Microsoft Excel

Microsoft Office Suite

Job description

Job Details: Level: Entry, Job Location: Pasadena Villa McLean OP - McLean, VA 22102, Position Type: Full Time, Education Level: High School, Salary Range: $21.10 - $31.00 Hourly, Job Category: Health Care, Work Schedule: Monday - Friday 8am - 4pm

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.

Essential 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.

What we offer

• Collaborative environment dedicated to clinical excellence
• Multiple Career Development Pathways
• Company Supported Continuing Education & Certification
• Multiple Health Plan Design Options Available
• Flexible Dental & Vision Plan Options
• 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
• Parental Leave

Qualifications: 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.

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.”