Administrative Coordinator (FT)

The Administrative Coordinator is responsible for the centralized scheduling and administrative support of the Integrated Counseling Services department.

RESPONSIBILITIES :

• Greet clients / visitors checking in at the front desk at the Bouma Counseling Center.
• Support clients through the check-in process for both counseling and psychiatry appointments (updating client demographic information, collecting payments, obtaining client / guardian signatures on unsigned intake and annual forms and other unsigned documents).
• Ensure the office environment is maintained in a professional, clean, and organized manner.
• Schedule initial appointments, follow-up appointments and call families to reschedule appointments for counseling.
• Promptly responding to all referrals and requests for services and monitoring the follow up queue daily for the consistent scheduling of intakes.
• Review and confirm insurance eligibility, benefits and out of pocket responsibilities, copays, and deductibles.
• Answer telephone calls coming into the office; forward calls to the appropriate party; record and distribute messages as needed; retrieve voicemail messages and respond as needed.
• Promptly respond to internal and external communication and requests, providing information about our programs and services offered.
• Ensure the highest level of customer service is provided to clients, addressing inquiries, scheduling appointments, processing records requests, and resolving issues efficiently while maintaining confidentiality and compliance with HIPAA and other regulatory standards.
• Send routine and customized letters to clients.
• Process faxes for the department and monitor all incoming faxes, routing to the appropriate party as needed.
• Complete administrative duties assigned by supervisor for various community program supervisors, including, but not limited to, data entry, phone calls, preparing treatment / marketing materials, etc.
• Maintain all counseling records for clients including the filing of documents within the EMR and timely recording of external records.
• Maintain accurate caseloads for clinicians, updating for intakes, discharges, and changes to utilization of services.
• Complete daily mail runs for the department.
• Regular participation in supervision meetings and team meetings for the sharing of ideas, feedback, and department planning.
• Set up interpreter services for families as needed.
• Please note that due to the evolving nature of the field some of these tasks may change and program managers have the discretion to adjust the duties of the role to meet the needs of the departments.
• Regular, predictable, and reliable attendance is an essential function of this position. The employee must maintain a consistent work schedule and be available during the assigned hours to perform the duties of this role.
• Other duties as assigned.

QUALIFICATIONS :

HOURS OF WORK : 40 hour set schedule between office hours of Monday-Thursday : 8 : 30am-7pm and Friday : 8 : 30am-5pm. At least 1 evening required per week.

Compensation : $19.50 per hour

BENEFITS :

Wedgwood Christian Services

Since 1960, Wedgwood Christian Services has been dedicated to aggressively taking on the toughest problems facing children and families through residential care, counseling services, and community programs. Our goal is to support and help restore the physical, social, intellectual, emotional and spiritual well-being of children, adults, and families in our community.

Wedgwood is a local West Michigan agency, with offices bordering the coast of the beautiful Lake Michigan. Our main office is headquartered in Grand Rapids, Michigan, ranked in the top tier of the Best Places to Live in America according to Business Insider.

Mission : Wedgwood Christian Services extends God's love to youth, adults, and families through professional counseling and educational services.

Core Values : Integrity, Compassion, Excellence, and Diversity