Office Coordinator

Pasadena Villa Outpatient Center; Nashville (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

Pasadena Villa Outpatient Center is seeking an Office Coordinator to support day-to-day operations in a highly specialized mental health setting. You will greet clients, manage admissions paperwork, and ensure confidential medical records are maintained with accuracy.

The role involves coordinating with the Admissions Coordinator and Executive Director while maintaining reports and facility operations. Required are strong customer service skills, attention to detail, and proficiency with

Qualifications

• Two years of administrative experience in a behavioral health setting.
• Knowledge of behavioral health terminology and CRM experience (Salesforce or similar).
• Excellent written and verbal communication; strong confidentiality adherence and tech proficiency.

Responsibilities

• Greet clients and guests warmly and maintain a welcoming facility.
• Manage admissions process, create medical records, and provide client orientation.
• Maintain reports and ensure compliance with safety inspections and regulatory guidelines.
• Support IT/equipment needs and coordinate with Admissions Coordinator/Executive Director as needed.
• Provide backup support to admissions coordinators and assist with administrative duties.

Skills

Customer service

Attention to detail

Verbal and written communication

HIPAA confidentiality

Technology proficiency

Education

High School degree or equivalent

Bachelor’s degree preferred

Tools

Salesforce CRM

Microsoft Office Suite

Job description

Position SummaryThe 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 ContactsWithin 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 ResponsibilitiesEssential ResponsibilitiesGreets 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 ResponsibilitiesCan 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.RequirementsEducation and ExperiencePosition 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 RequirementsWhile 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 RequirementsPosition 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 CompetenciesDemonstrates 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.