Outpatient Coordinator

Position Title: Outpatient Coordinator

Reports to: Program Director

Department:

Administration/ Behavioral Helath

FLSA Status: Exempt

Location: 100 W. Coulter St.

POSITION SUMMARY:

The Outpatient Coordinator is responsible for supporting the daily operations and continued growth of the agency's outpatient behavioral health services. This position serves as the primary point of contact for outpatient referrals, scheduling, client coordination, and administrative support while ensuring a welcoming experience for visitors and clients. The Outpatient Coordinator will also oversee front desk reception duties in the agency lobby. The ideal candidate is highly organized, customer-service oriented, and capable of managing multiple priorities while collaborating with internal programs and external partners to improve access to outpatient services.

EDUCATION/CREDENTIALS/EXPERIENCE:

• Associate's degree required; bachelor’s degree in human services, Social Work, Psychology, Healthcare Administration, Business Administration, or a related field preferred.
• 3-5 years of administrative, healthcare coordination, behavioral health, or customer service experience preferred.
• Experience scheduling appointments, managing referrals, or working in a medical or behavioral health setting is preferred

SKILLS:

• Excellent organizational and time management skills.
• Strong interpersonal and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite and database management systems.
• Ability to maintain confidentiality and exercise sound judgment.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

• Office-based position with frequent interaction with clients, families, staff, and community partners.
• Requires prolonged periods of sitting, computer work, and occasional standing at the reception desk.
• Schedule is flexible based on agency needs, generally Monday through Friday, 10:00 a.m. – 6:00 p.m.

POSITION RESPONSIBILITIES:

• Serve as the primary receptionist for the agency lobby.
• Welcome and assist visitors, clients, and vendors in a professional and courteous manner.
• Answer and direct incoming phone calls.
• Manage visitor check-in procedures and maintain lobby security protocols.
• Provide general administrative support as needed.
• Maintain confidential client and agency information in accordance with agency policies.
• Update databases, forms, and electronic records.
• Assist with correspondence, filing, and other administrative projects.
• Participate in team meetings and agency initiatives.
• Coordinate incoming outpatient referrals and ensure timely follow-up with clients and referral sources.
• Schedule intake appointments and maintain outpatient calendars.
• Monitor referral pipelines and appointment status to improve service utilization.
• Partner with internal JJC programs to identify and facilitate appropriate outpatient referrals.
• Maintain accurate client records and documentation in applicable systems.
• Assist with workflow development and process improvements for outpatient services.
• Track referral, intake, and appointment data and prepare reports as requested.
• Support implementation of new outpatient initiatives and service expansion.
• Assist with exploring, establishing, and maintaining contracts with commercial insurance providers.
• Perform other duties as assigned.

Administrative activities

Ensures compliance with all JJC’s policies and procedures, including confidentiality and reporting suspected abuse in accordance with CPSL, 23 Pa.C.S. § § 6301—6385, and JJC policies and procedures