Business Office Coordinator

Riverside Health System•Williamsburg, VA

7d•Onsite

About The Position

Works under the direction of the Executive Director, to support the Riverside ChooseHome program. This position will provide administrative support to all team members, including the Executive Director, Sales, Personal Service Coordinators, and the Riverside Business Office. It serves as a member account liaison between ChooseHome Members and ChooseHome staff, community partners, and other external agencies. This position provides member account oversight for adding new members into the accounting software, monitors utilization and provider and member invoices, maintenance requests, and purchase orders. It is also responsible for ordering office supplies, reconciling member benefits with preferred specialty providers, and forwarding balances to the appropriate department for payment. The role involves reconciling accounts, assisting members with monthly billing questions, and tracking utilization in Point Click Care. Administrative assistance includes scheduling events, maintaining the Salesforce database (which includes specialty preferred provider and community resources databases), and recording potential leads and attendance at marketing events. The position will support sales by assembling marketing materials and confirming and scheduling health assessments and other services (both internal and external). This person will serve members by greeting them, answering phones, taking appropriate phone messages, maintaining and upkeeping the reception area, distributing mail, and performing other general office functions.

Requirements

High School Diploma or GED
Two years of Office Assistant/Management with Microsoft office experience.

Nice To Haves

Bachelors Degree, Related field
Previous experience with knowledge of senior population and long-term care needs.

Responsibilities

Responsible for members' account software, monitors utilization and provider and member invoices, maintenance requests, purchase orders.
Reconciles member benefits with preferred specialty providers and forwards balances to the appropriate department for payment and approval.
Provides members with an update on benefit summaries as needed.
Reports utilization and answers members' billing questions.
Monitors entrance fees, monthly fees, and remaining maximum daily benefits and terms.
Answer all incoming phone calls within two telephone rings using the four-part greeting. Either solve the matter personally or transfer the call to the appropriate staff member. All calls should be answered and without a rush.
All calls and messages should be recorded in Salesforce with email and promptly distributed to the appropriate staff member.
Guide members who need to reach their coordinators.
Ensures all Member status and demographics information is correct and updated as needed in Salesforce Management System.
Monitors daily event schedule, schedules/reschedules member sales and event appointments when necessary.
Obtains new member information to include insurance, durable.
Reports any potential compliance concerns to the appropriate person.
Maintains all files for the department, including new leads entered into Salesforce.
Works with the marketing team and executive director to plan prospecting and member events, implements plan thorough coordination of services.
Communicates events appropriately by telephone, emails or mass mail.
Assist with event confirmations and follow up.
Other administrative duties as assigned.