Office & HR Coordinator — Scheduling, Billing & Care Coordination

ACE Wellness Center; Kentucky; On-site; USD 37,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Job summary

ACE Wellness Center is seeking an Office Care Coordinator / HR assistant to oversee daily administrative operations, support client engagement, scheduling, and coordination of behavioral health services in the Lorain OH area.

The role includes client intake, scheduling, and care coordination with billing documentation for Medicaid and other payers, while maintaining HIPAA-compliant records and supporting HR processes.

Qualifications

• High attention to detail and strong organizational skills.
• Excellent customer service and communication abilities.
• Experience with Medicaid billing and care coordination preferred.
• Proficiency with Microsoft Office and basic office software.

Responsibilities

• Coordinate day-to-day office operations to ensure efficient workflow.
• Serve as the first point of contact for clients, families, and visitors.
• Answer phones, respond to emails, and direct inquiries appropriately.
• Maintain organized client files and office records in accordance with HIPAA and agency policies.
• Monitor office supplies and coordinate ordering when needed.
• Assist leadership with scheduling meetings, staff calendars, and office communications.
• Support preparation of reports, forms, and documentation.
• Assist with client intake processes including collection of required documentation.
• Coordinate scheduling of assessments, therapy sessions, and group programming.
• Maintain communication with clinicians, case managers, and program staff regarding client scheduling and service needs.
• Follow up with clients and families regarding appointments and service participation.
• Support continuity of care by coordinating referrals and connecting clients to appropriate services.
• Document care coordination activities in the agency’s EHR.
• Complete documentation necessary for billing care coordination services to client insurance providers including Medicaid and other payers.
• Ensure documentation meets medical necessity and billing compliance standards.
• Maintain accurate records of client contacts, coordination activities, and service outcomes.
• Collaborate with clinical and billing staff to ensure timely and compliant claim submission.
• Track and manage employee benefits including time off; create, develop, and update agency policies; track and collect employee evaluations; manage the ADP portal and platform; track and collect employee write ups and progressive discipline correspondences.
• Assist in interviewing new candidates and conducting reference checks; conduct new hire orientation.

Skills

Organizational skills

Customer service

Communication

Confidentiality

Schedule coordination

Microsoft Office

Education

Associate or Bachelor’s in healthcare administration or related

High school diploma with experience

Tools

ADP portal

Electronic Health Records (EHR)

Billing software

Job description

ACE Wellness Center is seeking an Office Care Coordinator / HR assistant to oversee daily administrative operations, support client engagement, scheduling, and coordination of behavioral health services in the Lorain OH area.

The role includes client intake, scheduling, and care coordination with billing documentation for Medicaid and other payers, while maintaining HIPAA-compliant records and supporting HR processes.