Administrative Coordinator

NeuLife Rehabilitation of Michigan•Clinton Township, MI

5d•Onsite

About The Position

The Administrative Coordinator provides administrative and operational support to leadership and key departments. This position coordinates clinical schedules, person-served medical appointments, transportation, documentation, and person-served records from admission through discharge. The role communicates with team members, residential staff, providers, families, and external stakeholders and performs assigned responsibilities in accordance with established policies, procedures, and timelines. Matters requiring approval or decisions outside established procedures are referred to the appropriate supervisor.

Requirements

High school diploma or equivalent required
Two or more years of administrative coordination, scheduling, healthcare, or related experience preferred
Experience working with individuals with developmental disabilities, traumatic brain injuries, acquired brain injuries, or other catastrophic injuries preferred
Strong attention to detail and ability to organize and prioritize multiple assignments within established deadlines
Strong written and verbal communication skills
Professional customer service skills when interacting with persons served, families, providers, staff, visitors, and external stakeholders
Proficiency in Microsoft Office and the ability to learn electronic medical record, scheduling, and other administrative systems
Ability to handle confidential and sensitive information appropriately
Ability to work effectively across departments and follow established policies and procedures
Must successfully complete all required background checks and employment screenings

Nice To Haves

bachelor's degree preferred

Responsibilities

Greet visitors and provide professional front-office assistance
Answer, triage, and transfer incoming company calls in a timely manner
Retrieve, open, sort, and distribute incoming mail daily
Scan accounts payable invoices into Bill.com and maintain related administrative records
Record provider check payments in the designated financial tracking spreadsheet
Place and track approved supply orders according to established procedures
Coordinate routine vendor communications and escalate unresolved issues to the appropriate supervisor
Enter and maintain approved admissions, location changes, and discharges in PointClickCare (PCC)
Coordinate clinical schedules and process daily scheduling changes in the designated scheduling platform
Coordinate medical appointments and related transportation with residential teams, providers, and other departments
Track required appointment and service frequencies and identify scheduling gaps or upcoming needs
Communicate schedule changes, cancellations, and appointment information to appropriate staff, providers, families, and other stakeholders
Track prescription expiration dates and communicate upcoming needs to nursing and other appropriate departments
Process clinical documentation using established CPT coding guidance and procedures
Monitor PCC and other documentation platforms, identify missing or incomplete records, follow up in accordance with established procedures, and escalate unresolved concerns to the appropriate department or supervisor
Compile and distribute weekly residential and clinical census information, including scheduled admissions, discharges, and location changes, using approved information
Maintain reports concerning person-served and distribute routine communications to external stakeholders in accordance with established procedures
Maintain supporting documentation in persons served files in accordance with program, AFC, and CARF requirements, including required annual updates
Coordinate routine admission, discharge, and other documentation requiring signatures
Process and update daily census information in the designated platform or system in accordance with established procedures
Perform other related duties as assigned, consistent with the general scope and classification of the position