Office Administrator / Admissions Coordinator
About The Position
Wisconsin Behavioral Health is a mission-driven organization expanding access to quality behavioral healthcare through evidence-based, recovery-oriented programming. The organization is launching a Partial Hospitalization Program (PHP) and Intensive Outpatient Program (IOP) in Brookfield, Wisconsin. The Office Administrator serves as the first point of contact for clients, families, and referral sources and provides administrative support that allows the clinical team to focus on treatment. This on-site position supports front desk operations, attendance tracking, admissions, scheduling, and day-to-day office coordination for the PHP/IOP program.
Requirements
- High school diploma or equivalent.
- Prior experience in a front desk, admissions, or administrative support role, preferably in a healthcare or behavioral health setting.
- Working knowledge of HIPAA confidentiality standards and comfort handling sensitive client information.
- Strong organizational skills and ability to multitask in a fast-paced treatment environment.
- Proficiency with electronic medical record (EMR) systems or willingness to learn quickly.
- Excellent verbal and written communication skills.
- Dependable, punctual, and detail-oriented.
- Availability to work full time on site in Brookfield, Wisconsin.
Nice To Haves
- Associate degree in business, healthcare administration, or a related field.
- Experience in an outpatient mental health or substance use treatment program.
- Familiarity with insurance verification and intake documentation processes.
- Bilingual candidates are encouraged to apply.
Responsibilities
- Greet clients and visitors, answer phones, and maintain a secure, welcoming reception area in accordance with HIPAA confidentiality standards.
- Check clients in and out, record daily attendance for sessions, and promptly notify clinical staff of absences or late arrivals.
- Conduct initial phone screenings, collect demographic and insurance information, complete intake paperwork, and enter admissions data into the EMR.
- Schedule and coordinate appointments, including psychiatric evaluations and therapy sessions, and manage rescheduling to keep provider calendars running efficiently.
- Arrange and confirm client transportation and troubleshoot delays.
- Support clients with paperwork, orientation, and general program questions.
- Open and close the office daily, keep shared spaces stocked and presentable, and flag supply needs to leadership.
- Assist with medical records requests, daily census and admission reports, and other administrative projects as assigned.
Benefits
- Salary of $39,500 to $47,000 annually, commensurate with experience.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
