Virtual Program Coordinator

OCD Anxiety Centers; Westlake Village (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Competitive salary

Flexible schedule

Job summary

A leading mental health organization is seeking a dedicated Office Manager to oversee front office operations and staff at their facility in Westlake Village, CA. The successful candidate will have strong management experience and a bachelor's degree or equivalent experience. Responsibilities include managing staff performance, coordinating training and scheduling, and ensuring a high level of client satisfaction while maintaining a welcoming culture. This is a full-time, in-person role requiring evening hours. Competitive compensation offered.

Qualifications

• 2+ years of management experience in a medical practice.
• Proficient in electronic data entry and MS Office.
• Ability to multitask and problem-solve effectively.

Responsibilities

• Manage staff workflow and performance.
• Coordinate training and onboarding of staff.
• Oversee scheduling and client management.

Skills

Management experience

Communication skills

Organizational skills

Flexibility

Education

Bachelor's degree or 3-5 years of experience

Tools

Microsoft Word

Microsoft Excel

Job description

Be among the first 25 applicants.

Your Role

Evening Hours: The position requires evenings. Monday to Friday from 11:00 pm - 8:00 pm. This is an in‑person role. You will help coordinate the virtual program from our office in South Jordan, UT.

Responsibilities

• Manages the workflow, time cards, time off requests, training, development, performance, and disciplinary actions of front office staff and Behavioral Health Technicians (as needed)
• Assists BHT’s Supervisor with onboarding, new hiring, and coordination of training BHT’s
• Manages BHT scheduling and ensures all staff maintain weekly FTE average of .75 or higher until BHT supervisor is hired, then supports BHT supervisor
• Manages the bed management system and works directly with the Program Director and Admissions Manager to ensure a smooth transition for admitting clients.
• Manages new client scheduling with clinicians and the bed management system.
• Assists with consistent auditing and training on the floor to ensure clinical quality is upheld
• Assist the clinical floor with facilitating client groups in an event of low staff-to-client ratios
• Monitors productivity and provides constructive feedback and coaching in verbal and written form
• Completes all Train the Trainer coaching and responsibilities
• Implements leadership-directed changes with positivity and thoughtfulness
• Assumes incident commander role as needed
• Maintains a reconcilable company credit card per company protocols
• Facilitates a welcoming culture with clients, staff, vendors, and community by phone and in person
• Facilitates and assists with building maintenance and maintaining an environment of care in compliance with JCAHO and State requirements
• Takes an active role in supporting and modeling OCD Anxiety Centers business processes that are both current and in development while supporting and cultivating a positive culture on their team
• Assists with new employee hiring and onboarding
• Manages the front office operations and building security
• Manages facility supplies, inventory, cleaning, safety, maintenance, and overall presentation of the facility
• Manages and coordinates with contractors and vendors
• Assists in clinical tours as needed
• Manages customer service complaints and grievances
• Learns & practices de-escalation techniques (may occasionally be exposed to high‑stress environments)

Key Performance Indicators (KPIs)

• QA Facility audits 90%
• ALOS of 52 days per client
• Achieve a 4.5 on client satisfaction surveys
• Successfully pass JCAHO and other state licensing surveys
• Stay within the Payroll budget assigned for your team and facilities budget
• Required time on treatment floor: 2-5 hours per day

Competencies

• Demonstrate all EMR, program knowledge, and skills pertaining to the front desk staff and Behavioral Health Technician positions levels 1-3.
• Demonstrate all EMR knowledge pertaining to the Virtual Program Coordinator position including creating a schedule or profile on the EMR for staff, creating encounters in the EMR system, Running an Audit on specific client details, etc.
• Demonstrate understanding of the scheduling process for new clients and how to pair new clients with therapists at your facility in a timely manner.
• Demonstrate an understanding of systematic issues that could impact the flow of treatment on the floor.
• Demonstrate understanding of crisis protocol and the role of the incident commander.
• Demonstrate understanding of the client policies outlined in the new client paperwork.
• Demonstrate ability to successfully screen and process client No/Shows in a timely manner.
• Demonstrate understanding of DHHS (or other state requirements) and JCAHO requirements to maintain accreditation and ensure the Facility’s environment of care is upholding these standards.
• Demonstrate understanding of facility maintenance needs and effectively managing the budget and standards set by OCD Anxiety Centers.
• Demonstrate the ability to follow through with disciplinary actions and development for employees.
• Demonstrate ability to train front office staff and BHT’s admin duties such as the EMR system.
• Demonstrate ability to train, coach, and mentor BHT’s and Front desk staff for ongoing growth and development by consistent performance reviews, mentoring, coaching, and staff appreciation.
• Demonstrate how to properly exit an employee by following the proper procedures and notifying the correct departments.
• Demonstrate ability to stay organized and maintain an adequate inventory for all office supplies, vendor contracts, and maintenance repairs.
• Demonstrate ability to connect and build rapport with clients to effectively resolve customer service concerns in a timely manner and encourage them to continue with treatment.
• Demonstrate ability to communicate effectively with each department in the clinic and notify the correct department for any potential breach of policy or customer service concerns.
• Demonstrate ability to perform accounting and billing requirements such as collecting mail, payment requests, charge adjustments, petty cash, and reimbursement documentation.

Skills and Expertise You Have

• Bachelor's degree or 3-5 years of experience in a related field
• 2+ years of management experience in a medical practice management role
• Professional presentation, team orientated, flexibility with management style
• Proficient knowledge of computers, including Microsoft Word, Excel, and other computer software
• Accurate and efficient electronic data entry
• Must be punctual and maintain excellent attendance
• Organized, detail‑oriented, takes initiative, and completes job responsibilities independently
• Ability to multitask, problem‑solve, and have strong written and verbal communication skills
• Upholds the OCD Anxiety Centers values
• Thrives in a changing work environment including inside, outside, and loud noise level

Preferred Qualifications

• Billing and insurance experience

Disclaimer

OCD Anxiety Centers has not designed this job description to contain a comprehensive list of activities, duties, or responsibilities required of the employee. Furthermore, OCD Anxiety Centers reserves the right to change or assign new duties, responsibilities, and activities at any time, with or without notice.

Equal Employment Opportunity Commission (EEOC) statement

OCD Anxiety Centers is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, genetics, disability, political affiliation, personal appearance, family responsibilities, or any other legally protected class under federal, state, or local law. This applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, social, educational, and recreational programs.

Learn More

https://www.ocdanxietycenters.com/about-us/