OFFICE COORDINATOR - CEDAR MOUNTAIN CENTER (FT) in Cody, Wyoming at Cody Regional Health

JOB TITLE: Office Coordinator - CMC
DEPARTMENT: Cedar Mountain Center
REPORTS TO: Service Line Director

JOB SUMMARY
The Office Coordinator provides administrative, clerical, and patient support services to ensure the efficient daily operations of the Drug and Alcohol Treatment Center. This position serves as a primary point of contact for patients, families, visitors, and staff; coordinates admissions and appointments; maintains patient records and departmental documentation; and supports daily office operations. The Office Coordinator also assists with patient monitoring, unit security, and maintaining a safe, structured, and supportive treatment environment. This position provides additional unit and patient care support as needed while maintaining confidentiality, professionalism, and sensitivity to the unique needs of individuals receiving treatment for substance use disorders.

JOB REQUIREMENTS
High School Graduate or equivalent preferred

EXPERIENCE
Prefer minimum of one-year experience in patient care work and experience in secretarial work or related areas.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have strong interpersonal skills with the ability to communicate with staff and public in a friendly, courteous and helpful manner.
• Must demonstrate an understanding of and empathy for the unique needs and challenges of individuals living with substance use disorders.
• Knowledge of or willingness to learn the philosophy of substance use treatment and the 12-Step model.
• Ability to relate well and work well with all types of people.
• Must have a positive, unbiased attitude toward individuals living with a substance use disorder and their families.
• Strong computer and keyboarding skills.
• Must have ability to learn and use Microsoft Office Suite products including Word and Outlook.
• Ability to learn new computer software applications.
• Must have well-developed written and verbal communication and public speaking skills.
• Must be able to deal with occasional crisis calls.

REQUIRED CERTIFICATIONS
BLS (AHA); Current clean valid drivers’ license.

ESSENTIAL FUNCTIONS

• Serve as the primary receptionist, greeting patients, families, and visitors, answering telephone calls, and directing inquiries appropriately.
• Obtain and document initial information from prospective patients and communicate relevant information to the clinical team in a timely manner.
• Coordinate and schedule patient admissions and appointments.
• Prepare and distribute invitations and communications for family programs.
• Assist with patient admissions, including completing admission paperwork, inventorying and inspecting personal belongings in accordance with facility policies, and providing facility tours.
• Review patient charts and collect information for Performance Improvement (PI) activities.
• Retrieve, sort, and distribute incoming mail and coordinate outgoing mail delivery.
• Compile, maintain, and update departmental statistics, records, and reports.
• Monitor inventory levels and coordinate the ordering of departmental books, materials, and supplies.
• Maintain accurate hospital and medical record identification numbers for all patients.
• Submit and coordinate departmental maintenance requests as needed.
• Prepare and process purchase orders in accordance with organizational procedures.
• Organize and maintain departmental files, records, and documentation.
• Prepare and organize patient charts and required documentation for new admissions and readmissions.
• Provide clerical and administrative support, including typing, copying, scanning, and preparing correspondence and other documents.
• Maintain accurate records and safeguard patient cash and personal belongings stored in the CMC safe in accordance with facility policies.
• Escort and accompany patients to off-site activities as assigned, ensuring adherence to applicable safety procedures
• Participate in maintaining discipline on the inpatient unit and assure compliance with rules and regulations by patients.
• Always maintain the security of the unit.
• Monitor patient behavior and chart all significant events.
• Fill in as primary Unit Coordinator, from time to time, with all the duties and responsibilities thereto, herein listed, when other Unit Coordinators are not available:
  • Take and record blood pressure, temperature, and pulse of patients and record in chart when indicated and necessary.
  • Be familiar with and comply with all federal and state rules and regulations regarding confidentiality.

SECONDARY FUNCTIONS

• Attend meetings as requested and take notes.
• Serves on committees as requested.
• May be requested to perform other duties and responsibilities for which the individual is qualified.