PT Evening Office Coordinator
About The Position
The Office Coordinator provides customer service and day-to-day operational support for a specialized mental health treatment center offering intensive outpatient and partial hospitalization programming. The role supports client relationships, payment collections, confidential medical records management and quality assurance, facility operations, and on-site admissions. The coordinator works closely with local team members and peers across the organization, and maintains professional relationships with clients and families, referral partners, and vendors. The position is part-time at Clearview Outpatient Woodland Hills in Woodland Hills, California, with a schedule of 5 p.m. to 9 p.m. Tuesday, Wednesday, and Thursday. The position requires a high school degree or equivalent and at least two years of administrative experience in a behavioral health setting. A bachelor’s degree and experience working with physicians and therapists are preferred.
Requirements
- High school degree or equivalent in combined education and experience.
- At least two years of administrative experience in a behavioral health setting.
- Knowledge of behavioral health terminology.
- Experience with Salesforce CRM or other client relationship management software.
- Knowledge of and adherence to confidentiality standards, including HIPAA.
- Strong customer service and attention to detail.
- Excellent verbal and written communication skills.
- Proficiency with technology and Microsoft Office Suite, including Excel.
- Valid driver’s license and acceptable driving record; employees may need to drive personal or company vehicles.
- TB test clearance, criminal background check clearance, and any other mandatory state or federal clearances.
- Current CPR and First Aid certification, or willingness to obtain them within 30 days of the start date.
- Ability to move throughout the building and perform the listed activities, including sitting or remaining stationary for extended periods and moving up to 25 pounds.
Nice To Haves
- Bachelor’s degree preferred.
- Experience working with physicians and therapists strongly preferred.
Responsibilities
- Greet clients and guests warmly and ensure the facility is welcoming, tidy, and well maintained.
- Use Regions OnePass to make deposits.
- Manage medical records confidentially and in accordance with clinical and documentation requirements.
- Coordinate with the Admissions Coordinator and/or Executive Director regarding admissions.
- Assist with admissions, create clients’ medical records, and provide new-client orientation.
- Track and maintain reports accurately and on time.
- Complete required safety inspections and other licensure-related tasks within regulatory guidelines.
- Maintain phone-system and IT-equipment needs with help-desk support.
- Check in clients; order meals and supplies; upload receipts; complete admission paperwork; accept deliveries; and be available for client supervision as needed.
- Provide backup support to admissions coordinators for inquiries directed to the facility.
- Provide general administrative support and undertake other appropriate operational responsibilities as requested.
- Follow company and facility policies, ethics, conduct, conflict-of-interest, and regulatory requirements; attend required training.
- Maintain reliable attendance, communicate absences to the supervisor, and contribute positively as a team member.
Benefits
- Collaborative environment dedicated to clinical excellence.
- Multiple career development pathways.
- 100% company-paid EAP emotional well-being support.
- 401(k) with company match.
- Team member referral program.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
