Office Support Coordinator

Our vast array of services — educational, employment, vocational, residential, habilitative, and behavioral health — are delivered through a network of national and international affiliates. This allows us to take a comprehensive, holistic approach to improving the lives of every person we serve — those who receive and those who reap the benefits of our innovative, responsive solutions.

Job Description:  This position has the responsibility to oversee Clinical Support Services (CSS) staff members to ensure that all routine CSS functions are performed quickly and efficiently.  The Office Support Coordinator will be responsible for training and supervision of CSS staff to ensure staff effectively conduct their work responsibilities.  The Office Support Coordinator must be able to perform any clinical support job responsibilities when necessary.  CSS processes include handling referrals, intakes, benefits, and eligibility verification, front desk reception, scheduling, assisting programs with billing reports, authorization management, and psychiatrist support.

Schedule Details: Monday through Friday 8:30 am - 5:00 pm

Location: Exton, PA (This is NOT a remote or work from home position)

Program: Clinical Support Services

Pay Rate: $20.00/hour 

Job Functions:

• Maintain accurate records of billable services provided and submit records promptly as dictated by the program
• Responsible for complying with facility and departmental policies and procedures
• Complete other responsibilities as assigned by the Director of Clinical Support Services
• Complete all personally required training as per the Professional Development Plan
• Submit to Human Resources promptly copies of all required documentation regarding degrees, licenses, certifications, clearances, and formal training
• Assist in the completion of outcome measures as dictated by the Director
• Monitor own service delivery
• Maintain quality documentation of service delivery
• Responsible for compiling statistics to be used for Performance Improvement
• Monitors service activities on a daily, weekly, or monthly schedule for occurrences and trends that affect the quality of client services and the delivery of those services
• Works cooperatively with other department personnel in appropriately integrating into the agency-wide Performance Improvement, and assists other departments in understanding the reporting documentation and its use
• Monitors services for under-utilization, over-utilization, or inefficient scheduling of services
• Audits time cards against service delivery units (when applicable)
• Compiles weekly and monthly reports for the census, Referral Management, and Performance Improvement
• Responsible for auditing and reporting tothe  appropriate service delivery persons any problems incurred with current authorizations or verifications
• Performs quality assurance internal audits of records
• Tracks the status of identified problems to ensure improvements or resolution
• Responsible for generating and maintaining quality control logs
• Maintain professional relationships with clients, agencies, and community support service representatives
• Responsible for participation and communication of interagency rapport with clinical services, business department, psychosocial services, and administration
• Maintain professional relationships with agencies, commercial insurance companies, and managed care entities
• Identify and report departmental needs as relevant
• Identify areas where clinical information systems require updates and development
• Maintain an effective working relationship with the Information Technology department and our clinical database software provider to meet the current and evolving clinical goals of the company
• Will participate in at least one committee as dictated by the Director
• Minimize unnecessary costs and expenditures
• Maintain accurate payroll records and submit to supervisor/Director bi-weekly (or as program dictates)
• Submit valid expense reimbursement requests promptly
• Oversight of clinical support functions agency-wide
• Participate in individual and/or peer supervisor meetings, as well as all program staff meetings
• Maintain availability for consultation with CSS regarding standard operating procedures and clinical information systems
• Orient all new CSS staff to the agency policy and procedures, CSS Standard Operating Procedures (SOP), and licensure/ regulatory/ contractual demands of the agency
• Train new CSS staff on any data entry, data collection, and report retrieval required by their job duties
• Design and revision of agency client-related documents to ensure standardization and accessibility to staff
• Maintain own personnel file with current clearances and training/CEU documentation

Minimum Requirements:

Education: Bachelor's degree or Associate's degree preferred; HS diploma required

Experience:  2 years of experience in Intake and or/clinical support services for a health provider.  Good overall understanding of clinical needs and policies in a behavioral health setting.

Licensure/Certifications:  None Required

Clearances:  Pennsylvania Child Abuse, Criminal and fingerprint-based federal criminal history; Verification that employee is not on any Medicaid/Medicare Exclusion list

Note: At the discretion of the Personnel Officer, additional related experience and/or education may be substituted instead of the requirements specified under Education and Experience

What’s in it for you?

Total Rewards (For Full-Time Employees = >30 hours/week):

• Competitive Pay
• Medical, Dental, and Vision Insurance 
• Tuition Reimbursement options
• Flexible Spending Accounts (Health, Dependent, and Transportation)
• Life Insurance
• Disability Insurance
• Paid Time Off
• 403(b) with Employer Match
• Employee Recognition Programs
• Employee Referral Bonus opportunities
• Discounts through “Tickets at Work”
• And More!

Want to learn more?

To learn more about Chimes, and how you can achieve personal and professional growth within a purpose-driven organization, visit us at: https://chimes.org/Careers.

Holcomb Behavioral Health Systems is accredited by the Joint Commission and provides a comprehensive range of services and supports for people with mental health, substance abuse, intellectual and developmental disabilities, and co-occurring disorders throughout southern and central Pennsylvania, central New Jersey, Delaware, and Maryland.  Additionally, we provide an array of prevention and educational programs for youth, parents, and adults to encourage healthy choices and lifestyles.

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