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Office Coordinator

Company: Caravel Autism Health
Location: Deerfield
Posted on: June 8, 2021

Job Description:

The Office Coordinator serves as the face of their clinic for clients and their families and supports the clinical team by flexibly serving multiple functions at the clinic. They are responsible for timely and accurate scheduling changes for their staff and clients, coordinating start of service for clients while serving as general facilities support.

Essential Functions:

  • Greet all clients and families as they arrive to our clinics
  • Answer phones and respond to or forward requests and/or information.
  • Assists and/or completes safety screening protocols for all clients, families, and guests to the clinic.
  • Accurately records client and staff cancelations, reschedules, and other scheduled time off to ensure clients receive their prescribed treatment hours.
  • Facilitates timely and accurate flow of communication between the clinic and Client Care Coordinator where applicable.
  • Management of the intake process from Meet and Greet to first day of ABA services.
  • Schedules recurring meetings with client families.
  • Schedule support services with interpretation companies
  • Assists with the completion of cleaning protocols to ensure a safe, clean, secure treatment environment.
  • Provides general facilities support including maintaining clinic inventory/ supplies, handling incoming and outgoing mail and coordinating general building maintenance

Non-Essential Functions/Other Duties:

  • Manages employee and/or client records while ensuring security and confidentiality of files and sensitive information.
  • Enters schedules and prep materials for new team members.
  • Assist with technology set up for virtual meetings/appointments.
  • Completes and records medicine administration.
  • Performs other duties as assigned.

Supervisory Responsibility: Not applicable.

Travel Required: Minimal travel.

Physical Demands:

While performing the duties of this job, the employee may be exposed to a client that exhibits physically aggressive behavior which can include kicking, pinching, punching, biting, etc. The employee may have to use appropriate behavior management techniques frequently with a client under such circumstances. Such response requires agility, quick reflexes, and the ability to use physically evasive movement. The employee will be constantly required to stand, walk, sit, grasp, reach, bend, kneel, crouch and squat. The employee must be able to independently and repeatedly lift, move and carry objects weighing up to thirty-five (35) pounds. Specific vision abilities required by this job include near, far, and field of vision. Speech must be spoken in a manner easily understood by others. This position requires regular and punctual employee presence.

Qualifications:

Education:

  • High school diploma or equivalent is required

Experience:

  • At least one year comparable experience working with clients and/or families in a medical or therapeutic setting including providing administrative or customer service-related experience.

Skills and Competencies:

  • Excellent verbal and written communication skills, with a pleasant, professional, and helpful demeanor and voice.
  • Experience working with multi-line phone systems and office machines (copiers, postage machines, fax machine, etc.).
  • Displays professionalism and represents organization in a professional manner.
  • Excellent interpersonal skills, with the ability to communicate effectively with others in a professional and friendly manner.
  • Strong organizational skills, with the ability to multi-task and meet deadlines.
  • Strong attention to detail.
  • Demonstrates initiative, with the ability to manage self and workload.
  • Excellent analytical and problem solving abilities.
  • Exemplary customer service focus, for both internal and external clients.
  • Strong team player.
  • Ability to read, understand and follow oral and written instructions.
  • Knowledge of HIPAA privacy and security rules and regulations.
  • Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.

Other:

  • Must be 18 years old or older.
  • Must pass a thorough background check.

Keywords: Caravel Autism Health, Arlington Heights , Office Coordinator, Other , Deerfield, Illinois

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