Facility Coordinator

Your Role: Evening Hours: The position requires evenings. In-Person, Monday to Friday from 11:00 am - 8:00 pm. The Purpose of Your Role The FC is responsible for managing the operational functions of the Facility/Clinic and ensuring standards are met for the environment of care. These duties include but are not limited to greeting clients, touring, and scheduling prospective clients, checking in clients, overseeing staffing shifts and effective resource utilization, managing the training of front office staff and BHT's as needed, answering phones, handling company inquiries, collecting co-payments, filing, organizing documents, maintaining adequate inventory, managing vendors/contracts and other clerical or maintenance duties. They provide support to management and employees by assisting in daily office needs and the performance of the company's general administrative/clinical activities. The FC will have regular meetings with the leadership of the clinic to ensure Quarterly and Annual KPI's are met. The Company You'll Join OCD Anxiety Centers has a true passion for bringing help and hope to some of the most underserved clinical populations. We strive to change the lives of individuals and their families who have been suffering from unrelenting anxiety, disturbing and terrifying thoughts, uncontrollable worry, exhausting behaviors and rituals, and avoidance that keeps them from living their lives. We are an evidence-based practice, which means we do what works, we stay up to date with scientific research, and we regularly attend international training to keep us at our very best. Our Investment in You A competitive base salary starting at $54,000/year401k matchCore benefits: medical/dental/vision, with the company contribution to medical benefits for employeeCompany-paid employee life insuranceVoluntary benefitsPaid time off includes 15 days (120 hours) of "Paid Time Off", 5 days (40 hours) of "Sick Time", and 9 days (72 hours) "Company holiday" payPaid specialized ongoing training, strengthening your skills, experiences, and connections that will help advance your career The Team You'll Work With The success of our organization is dependent on the trust and confidence we earn from our employees, clients, and community. Our values are connected to our work at OAC and are measured against the highest possible standards of ethical business conduct.We act with integrity and communicate honestly and openlyWe are passionate about meeting the company's needs and delivering for our clientsWe are accountable for all our own actionsWe work together as a team and are committed to excellence and innovationWe respect each other and celebrate our diversityWe set the bar that high for practical and aspirational reasons. Candidates with similar ethical standards, who have the ability to adapt to a fast-moving working culture, and who are committed to providing excellent client service are encouraged to apply. Key Performance Indicators (KPIs) QA Facility audits 90%ALOS of 52 days per clientAchieve a 4.5 on client satisfaction surveysSuccessfully pass JCAHO and other state licensing surveysStay within the Payroll budget assigned for your team and facilities budgetRequired time on treatment floor: 2-5 hours per day Please note: When you achieve any of the above key indicators your supervisor will counsel you to set a new goal. Competencies: Demonstrate all EMR, program knowledge, and skills pertaining to the front desk staff and Behavioral Health Technician positions levels 1-3.Demonstrate all EMR knowledge pertaining to the Facility Coordinator position including creating a schedule or profile on the EMR for staff, creating encounters in the EMR system, Running an Audit on specific client details, etcDemonstrate understanding of the scheduling process for new clients and how to pair new clients with therapists at your facility in a timely mannerDemonstrate an understanding of systematic issues that could impact the flow of treatment on the floorDemonstrate understanding of crisis protocol and the role of the incident commanderDemonstrate understanding of the client policies outlined in the new client paperworkDemonstrate ability to successfully screen and process client No/Shows in a timely mannerDemonstrate understanding of DHHS (or other state requirements) and JCAHO requirements to maintain accreditation and ensure the Facility's environment of care is upholding these standardsDemonstrate understanding of facility maintenance needs and effectively managing the budget and standards set by OAC.Demonstrate the ability to follow through with disciplinary actions and development for employees.Demonstrate ability to train front office staff and BHT's admin duties such as the EMR system.Demonstrate ability to train, coach, and mentor BHT's and Front desk staff for ongoing growth and development by consistent performance reviews, mentoring, coaching, and staff appreciation.Demonstrate how to properly exit an employee by following the proper procedures and notifying the correct departmentsDemonstrate ability to stay organized and maintain an adequate inventory for all office supplies, vendor contracts, and maintenance repairsDemonstrate ability to connect and build rapport with clients to effectively resolve customer service concerns in a timely manner and encourage them to continue with treatmentDemonstrate ability to communicate effectively with each department in the clinic and notify the correct department for any potential breach of policy or customer service concernsDemonstrate ability to perform accounting and billing requirements such as collecting mail, payment requests, charge adjustments, petty cash, and reimbursement documentation Responsibilities: Manages the workflow, time cards, time off requests, training, development, performance, and disciplinary actions of front office staff and Behavioral Health Technicians (as needed)Assists BHT's Supervisor with onboarding, new hiring, and coordination of training BHT'sManages BHT scheduling and ensures all staff maintain weekly FTE average of .75 or higher until BHT supervisor is hired, then supports BHT supervisorManages the bed management system and works directly with the Program Director and Admissions Manager to ensure a smooth transition for admitting clients.Manages new client scheduling with clinicians and the bed management system.Assists with consistent auditing and training on the floor to ensure clinical quality is upheldAssist the clinical floor with facilitating client groups in an event of low staff-to-client ratiosMonitors productivity and provides constructive feedback and coaching in verbal and written formCompletes all Train the Trainer coaching and responsibilitiesImplements leadership-directed changes with positivity and thoughtfulnessAssumes incident commander role as neededMaintains a reconcilable company credit card per company protocolsFacilitates a welcoming culture with clients, staff, vendors, and community by phone and in personFacilitates and assists with building maintenance and maintaining an environment of care in compliance with JCAHO and State requirementsTakes an active role in supporting and modeling OAC business processes that are both current and in development while supporting and cultivating a positive culture on their teamAssists with new employee hiring and onboardingManages the front office operations and building securityManages facility supplies, inventory, cleaning, safety, maintenance, and overall presentation of the facilityManages and coordinates with contractors and vendorsAssists in clinical tours as neededManages customer service complaints and grievancesLearns and practices de-escalation techniques (may occasionally be exposed to high-stress environments The Skills and Expertise You Have: Bachelor's degree or 3-5 years of experience in a related field2+ years of management experience in a medical practice management roleProfessional presentation, team orientated, flexibility with management styleProficient knowledge of computers, including Microsoft Word, Excel, and other computer softwareAccurate and efficient electronic data entryMust be punctual and maintain excellent attendanceOrganized, detail-oriented, takes initiative, and completes job responsibilities independentlyAbility to multitask, problem-solve, and have strong written and verbal communication skillsUpholds the OAC valuesThrives in a changing work environment including inside, outside, and loud noise level Preferred Qualifications: Billing and insurance experience Disclaimer OCD Anxiety Centers has not designed this job description to contain a comprehensive list of activities, duties, or responsibilities required of the employee. Furthermore, OCD Anxiety Centers reserves the right to change or assign new duties, responsibilities, and activities at any time, with or without notice. Equal Employment Opportunity Commission (EEOC) statement OCD Anxiety Centers is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, genetics, disability, political affiliation, personal appearance, family responsibilities, or any other legally protected class under federal, state, or local law. This applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, social, educational, and recreational programs. Learn More