Outpatient Front Office Coordinator

Rimrock Trails Treatment Services; Redmond (OR); On-site; USD 28,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with employer match

Flexible spending account

Life insurance

10 paid holidays

Paid vacation (PTO accrual)

Sick leave accrual

Paid wellness days

Job summary

Rimrock Trails Treatment Services seeks an Outpatient Front Office Coordinator to ensure smooth operations, handle intake, scheduling, and insurance coordination, while supporting the clinical team with administrative tasks.

The role requires a high school diploma and at least two years in an administrative/office support capacity, with strong EMR and billing systems knowledge. This on-site position offers comprehensive benefits and a collaborative work environment.

Qualifications

• High school diploma plus two years of admin or office coordinator experience.
• Experience with enrollment, intake, scheduling and insurance benefits is preferred.

Responsibilities

• Coordinate intake forms with clients and families.
• Review forms and ensure proper paperwork is completed.
• Verify insurance benefits prior to client appointments.
• Maintain clinician schedules and send appointment reminders.
• Collect co-pays and follow up on missed payments.
• Maintain EMR and billing software knowledge.
• Oversee office operations and supply inventory.

Skills

Administrative support

Office coordination

Customer service

Data entry

Education

High school diploma

Tools

EMR software

Billing software

Co-pay software

Phone system

Job description

Description

Department: Outpatient Clinical Services

Reports to: Outpatient Operations Supervisor

FLSA Status: Full-time nonexempt 34 hours

Our mission is to improve the lives of those struggling with mental health and substance use by providing timely access to compassionate and effective behavioral healthcare.

As an organization, we value Authenticity, Integrity, Compassion and Connection; therefore, in all our interactions we will walk a courageous path where our values, ideals and actions align to create and maintain authentic connections with others.

Position Overview

The Outpatient Front Office Coordinator is a key player in ensuring the smooth and efficient running of our organization’s operations. This role will provide both administrative and technical support to the operations team, playing a vital role in maintaining and improving systems and processes.

Essential Position Responsibilities

• Communicate effectively with a diverse group of clients pertaining to behavioral health access, insurance benefits, clinician appointments, and other program offerings.
• Aid with OHP enrollment and benefits navigation
• Provide intake coordination services in the form of reviewing forms with clients and families, ensuring proper paperwork is completed.
• Scrub charts daily to obtain any missing pertinent chart information.
• Collect co-pays and follow up on any missed payments, ensure financial packets are completed, assist clients with paperwork questions.
• Assist with maintenance of clinician schedules, including sending appointment reminders, and canceling or rescheduling appointments, if necessary.
• Verify insurance benefits prior to client appointments.
• Generate weekly verification of benefit reports and follow up on any error accounts.
• Maintain multiline phone systems and forward calls to the correct contact persons.
• Maintain working knowledge of Electronic Medical Record (EMR) software, including billing/ Co-pay software.
• Oversee daily office/facility maintenance as needed, including light cleaning, maintenance of office supply inventory, bathroom and kitchen supplies, grounds safety including shoveling snow and applying ice melt to sidewalks/parking lot.
• Assist the Operations Supervisor and/or Director with requests, queries, and responses.
• Maintain functionality of office equipment (printers, copiers, e-fax, scanners).
• Collect and distribute mail and other correspondence.
• Develop and maintain a filing system.
• Support Co-occurring MH and SUD treatment by keeping lab supplies in stock and coordinating UA pick-ups
• Assist Outpatient Supervisor and/or Director with maintaining office policies and procedures as needed.
• Maintain phone lists, contact lists, resource lists, supply of brochures/fliers/etc.
• Maintain schedule and support admin staff with coverage issues. Cover shifts if required.
• Flex schedule as needed to provide support to all shifts and staff.
• All other duties as assigned.

What We Offer

• Health insurance – employer pays 100% of base plan premium
• Dental insurance
• Vision insurance
• 401(k) with employer match
• Flexible spending account
• Life insurance
• 10 paid holidays including your birthday
• Paid vacation (PTO accrual)
• Sick leave accrual
• Paid wellness days

Compensation

$27.25/hr

Physical Job Description

Typical Working Conditions

Prolonged periods of sitting at a desk and working on a computer. This position works primarily in a typical office environment onsite. Must be able to lift 25 pounds at times. Must be able to access and navigate each department at the organization’s facilities

Equipment Used

Telephone system, computer, copier/printer/binding equipment.

Essential Physical Tasks

The position requires the ability to lift 25lbs on an occasional basis and utilize typical office equipment, including but not limited to a computer, printer/copier, binding equipment.

Requirements

QUALIFICATIONS, SKILLS & KNOWLEDGE:

Minimum Qualifications: High school degree plus two years’ experience as an administrative assistant, office coordinator, office assistant, office manager, client services or similar position.

EEO/AAP Statement: Rimrock Trails provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement: Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential function of their job, absent undue hardship.

Disclaimer: Rimrock Trails retains the right to change or assign other duties to this position.