Clinic Coordinator/ Front Office Associate - Ascend Rehab Services Inc

Ascend Rehab Services, Inc. is a well-established, reputed, and industry leader as a health care service provider in the East Bay. Ascend is a woman-driven, passionate pediatric therapist-driven company making a difference for special needs children and their families. Our Livermore outpatient clinic/ preschool is opening soon.

Background in Scheduling, Administration, and Healthcare is a plus!

If you are looking for a fun, fast-paced, diverse, enterprising, and exciting work environment that strives for an excellent work-life balance and has communication and multi-tasking skills to join our expanding team!

Healthcare and Administrative experience is a plus!

If you are looking for a fun, fast-paced, diverse, enterprising, and exciting work environment that strives for a good work-life balance, and have communication and multi-taskingskills, join our expanding team!

Responsibilities

Completing a wide range of admin duties, including scheduling meetings, answering calls, and responding to emails.

Coordinating and scheduling interviews, onboarding processes, and training programs.

Maintaining online documents, filing reports, and updating records.

Juggling various projects simultaneously, prioritizing tasks, and meeting deadlines.- Supporting the director and therapist team in day-to-day responsibilities.

Coordinating and booking travel arrangements for employees and clients.

Assisting in event coordination, from planning to execution and follow-up.

Being a team player and collaborating with other teams across the organization.

Providing thorough support to staff on-field, including equipment management and inventory control.

Greeting clients (adults and kids) and answering phones.

Respond to all inquiries, calls and correspondence in a timely manner.

Coordinate the scheduling of appointments for the clients and therapists.

Assist the Clinic Coordinator in management of staff caseloads and client appointments.

Assist in bi-monthly cross checking of client payments with billing.

Record, prepare and distribute minutes of staff meetings.

Assemble and mail referral packets to all client families; create new client files; and add case information to the appropriate database.

Assemble intake documentation for clinic clients.

Sort and distribute mail and other correspondence to appropriate staff.

Coordinate flow of forms, letters and other documents as required in maintaining the clinic's daily operation.

Provide back-up assistance for clinic coordinator and other clerical support staff as needed. Perform all responsibilities related to the opening, maintenance, closing and archiving of all client case files per established procedures, and ensure the security of the files.

Scanning client referral information into the electronic records system.

Perform general filing duties as assigned.

Benefits includes:
Medical/Dental/Vision
401 K/ Matching
Flexible schedule/hours

Experience level:

2 years of experience in an administrative role or related field.

Excellent communication, interpersonal, and time-management skills.

Exceptional organizational and multitasking abilities.

Detail-oriented and ability to maintain high levels of accuracy.

Proficient in Microsoft Office Suite and online tools like Google Drive, Google Chat, and Zoom.

Ability to work independently and as part of a team.

Schedule:

• Monday to Friday

Ability to commute/relocate

• Livermore, CA : Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's Degree required

Experience:

• Office Administration: 2 year
• Customer Service: 1 year
• Clinic Coordination: 1 year

Work Location: In Person in Livermore

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Office: 2 years (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person

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