Operations Support Coordinator

DELAWARE GUIDANCE SERVICES FOR CHILDREN•Dover, DE

4d•Onsite

About The Position

The Operations Support Coordinator (OSC) plays a vital role in supporting the daily operations of the Behavioral Health site. This position supervises Operations Support Specialists (OSS) and oversees key functions including intake and scheduling, front desk operations, medical records, payroll, and site coordination. The OSC serves as the designated backup to the Operations Manager, ensuring leadership continuity during absences or peak operational periods. The role emphasizes excellence in customer service, staff productivity, and compliance with organizational policies, while also managing building systems and fleet maintenance.

Requirements

Bachelor’s Degree with at least 2-year work experience in healthcare operations or administrative support.
Familiarity with EMR systems, HIPAA compliance, and payroll procedures.
Strong organizational, communication, and critical thinking skills.
Ability to prioritize tasks and handle multiple assignments simultaneously
Ability to maintain confidentiality

Nice To Haves

Medical records and medical scheduling experience
1 year of supervisory experience
Bachelor’s Degree

Responsibilities

Supervise OSS staff, including scheduling, task assignment, and performance monitoring.
Serve as the professional backup to the Operations Manager, ensuring seamless leadership during absences or high-demand periods.
Act as backup for OSS staff handling Medical Authorization (Med Auth) tasks.
Assist with onboarding and training of new OSS staff.
Monitor and report on site operational metrics (e.g., appointment volumes, no-show rates).
Participate in site leadership meetings and contribute to operational planning.
Oversee and support front desk operations at assigned sites
Manage psychiatric caseload assignments and provider schedules to ensure timely access and efficient utilization.
Oversee medical authorization (Med Auth) processes for psychiatric services, ensuring accuracy and prompt completion.
Collaborate with clinical and administrative teams to resolve scheduling or documentation issues.
Conduct intake calls with prospective clients and referral sources.
Schedule intake and follow-up appointments; manage waitlists and coordinate with clinical teams.
Monitor therapist schedules to ensure optimal utilization.
Greet and check in clients; verify demographics and insurance information.
Collect co-pays and issue receipts; maintain accurate financial records.
Print and prepare daily schedules; confirm appointments and follow up on missed visits.
Maintain a welcoming and organized reception area.
Conduct chart audits and resolve documentation issues.
Manage records lifecycle in accordance with policy and HIPAA guidelines.
Respond to record requests and support audits.
Ensure timely and accurate documentation for clinical and administrative
Coordinate building maintenance, repairs, and upgrades in collaboration with Facilities.
Oversee site fleet vehicles, including scheduling maintenance and reporting issues.
Monitor and manage building keys and alarm systems, ensuring functionality and timely issue resolution.
Verify timesheets for accuracy and submit payroll data on time.
Address discrepancies and communicate with staff as needed.
Ensure confidentiality and compliance with payroll policies and labor laws.
Uphold professional standards of treatment and the mission of the organization
Maintain a quality code of conduct, ethics and professionalism
Provide goal-directed and team-oriented services
Communicate effectively and professionally with all stakeholders