Office Coordinator I

$21.63 - $24.88

Monday - Friday; 8:00 am - 4:30 pm

Location: Logan Square

The Office Coordinator I will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship. The Office Coordinator I will provide administrative and clerical support, site management, and financial management assistance to the Child & Adolescent Services Program, located out of the Albany Park office. The Office Coordinator I will be the lead site support for the Albany Park office, and is the point of contact for all employees, clients, and visitors. The Office Coordinator I will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship.

Responsibilities

• Respond and screen to all intake referrals (phone and email) in a timely manner
• Provide administrative and clerical support for clinical teams; i.e. documentation reminders, reporting of productivity numbers, handout of medication sheets, calendar maintenance, faxing, etc.
• Develop and execute workflows to address program needs
• Provide support to on-site Team Leaders with team operations; i.e. attendance at team meetings, maintenance of contact lists, budget creation, completion of tracking forms and logs, etc.
• Manage site operations; i.e. supply management, mail distribution, petty cash, food orders, etc. Coordinate assistance from other departments to address site specific issues, such as Maintenance, Information Technology, etc.
• Facilitate check-in process for clients entering outpatient clinic: greeting clients, manage client copayment collection, collect documentation and scan to appropriate systems, and distribute assessments to clients.
• Schedule initial and follow up psychiatry appointments for Tapestry Integrated Health Center, along with providing client and staff member updates
• Coordinate onboarding/offboarding process of employees
• Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received. Assist with the controlled substance process, which includes sign-in/sign-out of medications per policy.
• Ensure client documentation is received and scanned into appropriate systems.
• Assist with submissions of case registrations for clients and submissions of Medicaid/ Managed Care Organization authorizations for teams.
• Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
• Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
• Provide back-up financial services support as needed; i.e., filling of client envelopes, petty cash, etc.
• Distribute client funds, provide account balances, and pick up funds from off-site locations i.e. weekly budgeted monetary funds, petty cash, etc.
• Assist with recognition announcements and planning of staff appreciation activities
• Ensure the completion of routine safety drills in accordance with policies, procedures, and guidelines.
• Provide open access coverage at main location ensuring clients are matched with available clinicians when appropriate
• Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential agency issues.
• Perform other related duties and/or projects as assigned
  
  

Qualifications

• Demonstrated work experience in an administrative, clerical, or site management position
• Valid Illinois Driver’s License with reliable to a vehicle.
• Thorough knowledge of Microsoft applications (e.g., Teams, Excel, Outlook, PowerPoint, Word)
• Familiarity with computers and database management tools
• Excellent customer service and organization skills
• Provide thorough communication to all teams, departments, and Supervisors
• Ability to be flexible, adaptable, and proactive in a variety of situations
• Bilingual (Spanish), strongly preferred
• Available to work evenings
  
  

Benefits

• FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
• PAID Maternity/Paternity leave
• Medical Insurance (BCBS of IL)
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long-Term & Short-Term Disability
• Pet Insurance
• FSA (Health, Dependent Care, Transit)
• Telemedicine
• EAP
• 403(b) Retirement Plan with Employer Match