Temporary Medical Administrative Coordinator

WELLNEST EMOTIONAL HEALTH & WELLNESS•Los Angeles, CA

4d•$22 - $30•Onsite

About The Position

Under the general supervision of the Director of Psychiatry, the Medical Administrative Coordinator provides administrative support to the Psychiatry Support Department and performs tasks in accordance with agency and department policies and procedures. The role coordinates psychiatric support services, manages provider schedules and client appointments, oversees office administration, and assists clients and prescribers with medication authorizations and related services. It also supports department operations, client access, confidentiality, and quality improvement.

Requirements

High school diploma required.
Minimum of two years of experience coordinating administrative offices in a medical setting preferred.
Knowledge of community resources.
Ability to use a personal vehicle with required insurance coverage for essential job duties and agency business.
Valid California driver's license and a clean driving record meeting the agency's insurance carrier criteria for liability coverage.
Successful completion of a TB test and Department of Justice fingerprint clearance.
Ability to effectively present information and respond to questions from clients, office personnel, employees, and the public.
Ability to read, analyze, and interpret manuals and office documents.
Strong commitment to advancing Wellnest's mission.
Superior organizational skills and ability to manage multiple priorities, multitask, and prioritize work.
Familiarity with HIPAA regulations.
Ability to work independently and exercise sound judgment and discretion.
Ability to maintain high ethical and professional standards in accordance with agency and community policy.
Excellent communication skills, including speaking tactfully, clearly, and persuasively.
Ability to manage difficult or emotional situations.
Strong interpersonal skills and ability to build relationships and work effectively with diverse stakeholders.
Ability to develop, implement, and improve policies, protocols, and procedures.
Ability to develop cooperation between departments, physicians, and other personnel.
Ability to evaluate quality of care and develop a continuous quality improvement program with a plan and timetable for assessing corrective measures.
Skill in engaging and working with diverse individuals and groups to accomplish goals.
Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
General ability to adapt to new technology systems and applications.
Ability to thrive in a fast-paced, client-oriented environment.
Ability to talk and hear to give and receive information and instructions; stand, walk, sit, use hands to handle objects or controls, and reach with hands and arms.
Ability to use a computer keyboard for up to 25% of the workday and visual acuity, focus adjustment, and peripheral vision for working with a laptop or other computer equipment.
Ability to lift and/or move up to 10 pounds.
Computer literacy, including basic working knowledge of Microsoft Word, Excel, Outlook, and the data/electronic records program in use.
Ability to use a telephone, office copier, calculator, fax machine, computer printer, scanner, and other required equipment.

Nice To Haves

Bachelor's degree from an accredited college or university preferred.
Background in behavioral healthcare preferred.
Experience with electronic health care records, such as EXYM, highly preferred.
Bilingual Spanish-speaking ability highly desired.

Responsibilities

Plan, direct, and coordinate daily psychiatric support services for clients and providers.
Manage psychiatrist and psychiatric nurse practitioner schedules, monthly collaborative case conferences with divisions, and requested schedule changes.
Lead efforts to ensure regular psychiatric psychoeducation about medication side effects.
Provide administrative supervision and clerical and office oversight to the Medical Administrative Assistant.
Ensure client documents are provided to psychiatrists and other providers as requested.
Provide clients with basic technical support for tele-mental health services.
Schedule daily client appointment reminders through the electronic health records system or other reminder software.
Instruct clients by phone, email, or in person on how to prepare for appointments.
Oversee initial client contact, ensuring clients receive the documents needed for their visit type and that documents are complete.
Cancel or reschedule appointments when requested by psychiatrists.
Manage patient scheduling and office administration problems.
Work with the Director and senior management to ensure department operations meet organizational, performance, and budget objectives.
Oversee linking clients to Non-Specialty Mental Health (NSMH) Meds Only services support after termination of Specialty Mental Health (SMH) services.
Lead tracking, requesting, and coordination of authorizations for medication, medication management visits, and specialty consultations.
Apply agency policies and procedures for client contact and maintain strict confidentiality in compliance with HIPAA.
Assist prescribers and clients in ensuring medications are approved, including JV220s, and filled by pharmacies.
Perform other duties as assigned.