Outpatient Services Coordinator

The primary purpose of the Outpatient Services Coordinator (OSC) is to assist the Director in the coordination of all services provided by the Outpatient Services department of Saint John Vianney Center (SJVC).

Responsibilities
• Relieves the Outpatient Director of routine details.
• Anticipates needs, initiates action, and provides information for the Director on a regular basis.
• Coordinates day-to-day calendar events of the Director's office. Keeps the Director advised of meetings and appointments, as necessary.
• Demonstrates the ability to handle confidential information with discretion.
• Schedules own work assignments and works under general direction of the Director.
• Exercises discretion and with Outpatient Administrative activities.
• Types and prepares confidential reports as directed.
• Drafts correspondence, agendas, and other documents on behalf of the Director.
• Performs duties without specific instructions or prescribed procedures.
• Discreetly monitors incoming mail and prioritizes same for Director.
• Prioritizes and handles internal and external correspondence.
• Receives and documents outpatient billing sheets, insurance forms, etc. and submits to the appropriate Office.
• Ensures administrative functions are carried out promptly for an efficient operation.
• Proofreads and correct letters, drafts, reports, etc., for grammar, punctuation, spelling, etc.
• Coordination of psychological assessments by preparing files, administration of paper and pencil tests when needed, coordination of the computerized testing, and maintains files per departmental policies.
• Screens and handles incoming calls in the most professional manner.
• Coordination of the admission of new outpatients by preparing files and maintaining them per departmental policies.

• Maintains inventory of all outpatient materials and prepares orders in a timely manner.
• Prepares administrative reports as directed by the Director.
• Demonstrates high standards of attendance.
• Assists in standardizing the methods in which work will be accomplished.
• Types policies/procedures manuals, psychological reports, etc. as directed by the Director.
• Performs administrative requirements such as completing necessary forms, reports, etc., and submitting to the Director as required.
• Attends and participate in workshops, seminars, etc., to keep abreast of current changes in administrative procedures.
• Maintains communication with staff as necessary or as directed by Director.

Qualifications
• At least five years administrative/ secretarial/clerical experience with knowledge of Microsoft Office and Outlook.
• Ability to interact with administration, clergy at all levels, clinical staff, co-workers, and residents in a calm, organized manner.
• Strong verbal and written communication skills required.
• Experience with Electronic Health Records helpful.