Gilead Community Services

  • Administrative Coordinator

    Job Locations US-CT-Middletown
    Job ID
    Regular Full Time - 40 hours
    Job Schedule
    Mon-Fri 8a-4p
  • Overview

    Utilizes good judgment, skills and experience to perform and organize a wide range of administrative priorities, including scheduling and coordinating appointments. Under general supervision, provides a broad level of administrative support to the Outpatient Clinic staff, including agency Psychiatrists and clinicians. Works independently to execute job responsibilities and tasks. Works with the Psychiatrist, clinicians and Outpatient Clinic Director to ensure a quality based, customer oriented flow of work.


    Duties and Responsibilities

    • Provides high level of coordination and office supports to all outpatient clinic, administrative and ACT personnel.
    • Ensures superior customer service to all clients including problem solving with staff and clients when necessary. Answers multi-line telephone system, relays messages, and screens and directs phone calls in a professional manner.
    • Greets visitors, and provides strong customer service skills to all visitors. Obtains detailed clinical information face to face, by telephone or electronically. Organizes office calendar and obtains information and organizes meetings as needed.
    • Processes incoming and outgoing mail on a daily basis, as needed.
    • Reviews and maintains charts and files in an organized accessible manner and acquires necessary medical information to ensure proper documentation enclosed in accordance with program guidelines.
    • Provides appointment scheduling ranging in complexity and in accordance with department scheduling guidelines for new and/or existing clients.
    • May provide basic information regarding the need for insurance referral(s).
    • Provides general agency or program specific information to callers/clients within the scope of knowledge and authority.
    • Performs independent client and outside provider call triaging and assists in directing client flow.
    • Resolves issues directly and ensures appropriate management of calls.
    • Recognizes emergencies and appropriately responds by following the agency’s policy and procedures.
    • Provides general administrative support and coordination for all aspects of client care for both new and/or established clients, including filing, document preparation and telephone support.
    • Responsible for carrying out specific client scheduling processes in order for billing and revenue processing to occur in an efficient and timely manner.
    • Provide regular summaries and appointment reports to Outpatient Clinic Director regarding schedules, billable hours, productivity and appointment failure rates.
    • Provides regular summaries and appointment reports to Outpatient Clinic Director regarding schedules, billable hours, productivity and appointment failure rates.
    • Collaborate with medical staff in order to effectively manage and monitor the processing of prescription requests, documentation of lab results and the sample medication processes.
    • Ensures that the programs physical environment meets required regulations and Gilead expectations including a clean, safe and welcoming environment.
    • Ensure that the practice philosophy and procedures are in support of the Gilead Community Services’ Mission Statement.
    • Other duties as assigned.
    • Provides administrative support for special projects to include research, compiling data, statistical reports, and transcribes meeting minutes and preparation of summary reports as needed.
    • Responsible for collecting co-pays and outstanding balances at time of appointments.
    • Responsible for accurately posting and reconciling cash and receipts by close of business day.


    Education and Years of Experience

    • Degree: High School Diploma or Equivalent Required
    • Number of Years of Experience: 2



    • Prior secretarial and bookkeeping experience.
    • Knowledge of operating word processing and data management programs and equipment.
    • Must maintain and provide proof of valid driver’s license and automobile insurance.
    • Ability to perform effectively under stressful or crisis situations. Exercise sound organizational skills in an effective yet flexible manner, prioritizing multiple tasks and meeting deadlines. Exercise sound judgment and an overall level of high energy and motivation.
    • Demonstration of ethical behavior and sound judgment that supports the NASW standards of care.
    • Must meet and maintain all required trainings, certifications etc. as needed.
    • Uphold confidentiality by following the HIPPA regulations.


    Working Conditions

    • Working conditions are based in office settings.
    • Local Travel


    Physical Requirements

    • The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • While performing the duties of this job, the employee is regularly required to talk, hear, stand, sit and walk. The employee frequently is required to use hands and fingers; climb or balance and stoop or kneel.
    • The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.


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