Office Coordinator

Clearview-Treatment-Programs-1; San Diego (CA); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

Health plan

Dental & Vision

401K with company match

EAP emotional well-being support

Parental leave

HSA, FSA options

Employee referral program

Job summary

Clearview Outpatient LLC in San Diego, CA is seeking an Office Coordinator to support day-to-day operations at a specialized behavioral health center. You will greet clients, manage admissions paperwork, maintain medical records, and ensure a welcoming, compliant front desk.

The role requires strong customer service, confidentiality, and proficiency with Microsoft Office and Salesforce CRM. You will coordinate with clinicians and vendors, track reports, and support IT and safety tasks while

Qualifications

• High School degree or equivalent; Bachelor’s preferred.
• Minimum two years of administrative experience in behavioral health.
• Knowledge of behavioral health terminology and Salesforce CRM or similar CRM.
• Experience working with physicians and therapists preferred.
• Excellent confidentiality and HIPAA adherence.

Responsibilities

• Greets clients and guests in a warm, welcoming manner.
• Maintains a tidy, welcoming facility and front desk operations.
• Uses Regions OnePass to process deposits.
• Handles medical records with strict confidentiality.
• Coordinates admissions with Admissions Coordinator / Executive Director.
• Creates client medical records and provides new client orientation.
• Tracks and generates reports accurately and timely.
• Ensures safety inspections meet licensure guidelines.
• Maintains phone system and IT equipment with help desk support.
• Provides backup support to admissions coordinators.
• Offers general administrative support as needed.

Skills

Customer service

HIPAA compliance

CRM Salesforce

Microsoft Excel

Microsoft Office

Verbal and written communication

Attention to detail

Education

High School diploma or equivalent

Bachelor’s degree preferred

Two years administrative experience in behavioral health

Tools

Salesforce CRM

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.Essential 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.What we offerCollaborative environment dedicated to clinical excellenceMultiple Career Development PathwaysCompany Supported Continuing Education & CertificationMultiple Health Plan Design Options AvailableFlexible Dental & Vision Plan Options100% Company Paid EAP Emotional Well-Being Support100% Company Paid Critical Illness (with health enrollment plan)100% Company Paid Life & ADD401K with Company MatchCompany-Sponsored HSA, FSA, & DSA Tax Savings AccountsGenerous Team Member Referral ProgramParental LeaveCompensation Range:$25.00-$32.00 per hour (depending on licensure, level, and location)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.A valid Driver's license and a generally clean driving record are required. Employees may be required to drive personal or company vehicles.State licensing DHS and DSS prohibit individuals with specific criminal charges, conducted by Livescan fingerprint checks. Exemptions offered.For cash compensation, we set standard ranges for all U.S based roles based on function, level, and geographic location, benchmarked against companies of similar size within the behavioral healthcare industry. In order to be compliant with local legislation, as well as to provide greater transparency to candidates, we share salary ranges on all job postings regardless of desired hiring location. Final offer amounts are determined by multiple factors, including geographic location as well as candidate experience and expertise, and may vary from the amounts listed above.Clearview Outpatient LLC 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. Clearview Outpatient 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.”Other RequirementsRequires clearance of TB test, criminal background check clearance, and any other mandatory state/federal requirements.Current CPR and First Aid certification or willingness to obtain within 30 days of start date.