425-279-8500 info@lifestance.com

Office Coordinator

Job Description

Job Title:

Office Coordinator


Reception- any location

Reports to:

Regional Office Manager

Direct reports:


Hours of work:

40 hrs/wk

Summary of position:

  1. Coordinators are responsible for all administrative functions within a satellite office. This position also requires documentation and weekly reporting to management. In addition, the Office Coordinator is responsible for the effective implementation of PsychBC’s clinical goals, procedures, protocols and workflow in accordance with PsychBC’s mission and The Joint Commission’s standards of compliance.


Primary Responsibilities

  • Responsible for daily operations of the satellite office
  • Maintain weekly communications with supervisor regarding issues/concerns
  • Submit weekly review of the office to management
  • Maintain organizational standards regarding office branding, cleanliness and maintenance
  • Work with medical and billing departments to assist with calls/work flow
  • Check all nightline voicemails
  • Assist patients at the check-in window
  • Verify patient’s identification and insurance
  • Secure credit card or form of payment for future balances
  • Administer all new patient paperwork
  • Answer incoming phone calls
  • Process all weekly deposits to the bank
  • Weekly fax totals with bank receipt to Finance Director
  • Prepare new client packets weekly
  • Administer Treatment Outcome Package questionnaires
  • Fax TOP questionnaires daily
  • Balance daily payments
  • Send all new insurance to the benefits team for verification
  • Update patient record when necessary
  • Scan all client paperwork into EMR systems
  • Maintain and record all supplies within the office
  • Assess kitchen and bathrooms daily
  • Maintain prescription pick up file
  • Secure nightly deposits in the safe
  • Sort daily mail and disseminate appropriately
  • Process any outgoing mail
  • Close and lock reception area at night
  • Other tasks as assigned by management


Knowledge, Skills and Abilities

  • Must have ability to work independently and as a team member
  • Must process strong communication skills, both written and verbal
  • Must have strong organizational and follow through skills and attention to detail
  • Must be able to multi-task
  • Must have significant problem-solving capability
  • Must be able to prioritize tasks daily
  • Must have computer experience
  • Must possess strong commitment to the mission statement and vision of PsychBC



Minimum education level required

High School Diploma or Associate’s Degree

Minimum experience level required

2 years in professional setting


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