Temporary Medical Administrative Coordinator

Role Summary

Under the general supervision of the Director of Psychiatry, the Medical Administrative Coordinator provides administrative support to the Psychiatry Support Department, following standard agency and department policies and procedures.

Essential Responsibilities

• Plans, directs, and coordinates daily psychiatric supportive services for clients and providers
• Manages psychiatrist/psychiatric nurse practitioner schedules, monthly collaborative case conferences with divisions, and makes changes as requested
• Leads effort to ensure psychiatric psychoeducation around medication side effects is conducted regularly
• Provides administrative supervision and clerical/office oversight to the Medical Administrative Assistant
• Ensures client documents are provided to psychiatrists and other providers as requested
• Provides clients with basic technical support associated with tele-mental health services
• Ensures daily appointment reminders are scheduled through the electronic health records system and/or other reminder software
• Instructs clients by phone, email, or in person on how to prepare for appointments
• Oversees initial contact with clients, ensuring clients receive appropriate documents and completeness of documents
• Cancels or reschedules appointments when requested by psychiatrists
• Manages problems related to patient scheduling and office administration
• Works with Director and senior management to ensure department operations meet organizational, performance, and budget objectives
• Oversees linking clients to Non-Specialty Mental Health (NSMH) Meds Only services support following termination of Specialty Mental Health (SMH) services
• Takes lead role with tracking, requesting, and coordinating authorizations for medication, medication management visits, and specialty consults
• Applies knowledge of agency policies and maintains strict confidentiality in compliance with HIPAA regulations
• Assists prescribers and clients with ensuring medications have been approved and filled by pharmacies
• Other duties as assigned

Required Qualifications

• Minimum of a High School Diploma is required
• Bachelor's degree from an accredited college or university is preferred
• Minimum of two (2) years of experience coordinating administrative offices in a medical setting is preferred
• Background in behavioral healthcare preferred
• Experience with Electronic Health Care Records, such as EXYM, highly preferred
• Bilingual Spanish speaking ability is highly desired

Conditions of Employment

• Must have knowledge of community resources
• Must have ability to use a personal vehicle with required insurance coverage to complete essential duties and conduct agency business
• Must maintain a valid California driver's license and clean driving record meeting insurance carrier's criteria
• Successful applicant must complete a TB test and fingerprint clearance by the Department of Justice

Reasoning Ability

• Ability to effectively present information and respond to questions from clients, office personnel, other employees, and the general public
• Ability to read, analyze, and interpret manual and office documents
• Strong commitment to advancing Wellnest's mission
• Superior organizational skills and ability to manage multiple priorities simultaneously
• Excellent time management and organizational skills with ability to multi-task and prioritize work
• Familiarity with HIPAA regulations
• Ability to work independently and exercise sound judgment and discretion
• Ability to maintain high ethical and professional standards
• Excellent communication skills with ability to speak with tact, clearly and persuasively
• Ability to manage difficult or emotional situations
• Strong interpersonal skills and ability to build and cultivate relationships with diverse stakeholders
• Develop, implement, and improve foundation policy, protocols, and procedures
• Develop cooperation between departments, physicians, and other working personnel
• Evaluate quality of care
• Develop a continuous quality improvement program including a plan and timetable to assess efficiency of corrective measures
• Skilled in engaging and working with diverse individuals and groups to accomplish established goals
• Advanced proficiency with Microsoft Office suite (Word, Excel, PPT, Outlook)
• General ability to adapt to new technology systems and applications
• Ability to thrive in a fast-paced and client-oriented environment