Children's Services Coordinator (Full-Time)
Immediate Supervisor: Interim – Human Resources Director/CFO
Summary:
The Children’s Services Coordinator is responsible for initial contact, intake inquiries, coordinating services, billing, customer data tracking, and on-going communication with Early Intervention Therapy Services customers and Learning Links Preschool families. This position is responsible to ensure that all systems and administrative workflows for Children’s Services are carried out in an efficient and timely manner in order to meet the operational goals of the agency.
Duties/Responsibilities:
* Point person for all phone calls and emails inquiring about Children’s services and responsible to triage all inquiries to appropriate programs; including GGRC, SSG, assessment, consultation, private pay therapy services
* Provide excellent customer service; return phone calls in a timely manner, answer questions and obtain necessary information needed to schedule appropriate appointments
* Schedule tours and coordinate intake and screening for all Early Intervention Therapy Services; including the preparation and distribution of intake packets to potential customers
* Coordinate with program managers, psychologists and therapeutic staff to schedule & reschedule all Children’s Therapy Services, utilizing existing scheduling systems
* Coordinate scheduling of all Social Skills Groups and Parent Trainings and responsible for class/workshop registration
* Ensure seamless services for shared Early Intervention Therapy Services
* Coordinate monthly billing for all Children’s Services; issue billing and coding of receipts and assist families with information regarding insurance coverage, including coordination with Co-Pay Solutions
* Maintain tracking systems for families utilizing Community Gatepath Children’s Services subsidies and grants
* Coordinate referral, screening and intake process, staff assignments/ scheduling, client waitlist
* Administer Early Intervention, Private Pay Therapy, and Psychological services billing in collaboration with Accounting (ex. POS, private/district pay contract(s), etc.) and responsible for the collection of payments for parent trainings provided by Psychologists before and after business hours.
* Manage waitlist and notify Lead Therapists and Management team of graduation, enrollment trends, new referrals
* Managing purchasing of Service (insuring hours are correct, timely, and utilized)
* Schedule new services (1:1 Therapy appts, home visits, classes, and parent trainings) using provided systems
* Assist with marketing activities for Early Intervention private pay services
* Assist with distributing and collecting customer satisfaction surveys for all Children’s Services families
* Comply with participant rights, Community Gatepath and program policies and procedures, and quality assurance standards
* Must act as a Mandated Reporter, and responsible to report any known or suspected child abuse and counsel staff on how to respond to crises situations that may arise.
* Other duties as assigned
Physical Activity Requirements:
* Ability to sit and keyboard - frequently
* Ability to bend, squat and stoop – frequently
* Ability to lift 15 lbs. – occasionally
* Ability to physically respond to physically frail persons - occasionally
Education/Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and ability is qualifying, unless otherwise specified. A typical way to qualify is:
* A Bachelors degree in Business Administration or related field is required
* Minimum of three (3) years proven administrative experience in a healthcare, clinical, or educational environment
Licensing Requirements:
* Valid California Driver’s License/ID
* Proof of negative TB test results
* Verification of good physical health by physician
* CPR Certification/First Aide Training
* Ability to obtain criminal fingerprint clearance
* 18 years of age
Training Requirements:
* CPR Certification/First Aide
* Conflict resolution/grievance procedures
* Confidentiality procedures
* Diversity
* Abuse Reporting
Qualifications for Position:
* Provide exceptional customer service both in person and on the phone
* Knowledge of principles and practices of appropriate clinical intake procedures and protocol
* Ability to track data and produce analyses in a timely and accurate manner using Excel
* Strong oral and written communication skills
* Ability to market Children’s Services and maintain positive working relationships with external agencies
* Excellent organization and time management skills
* Ability to adjust to changing priorities from various directives, manage workload changes and impacts including multi-tasking to meet deadlines
* Ability to effectively interact at all levels of organization from senior level executives to direct care staff
* Ability to ensure the highest ethical and business practices
* Ability to work with detailed and confidential information
* Positive outlook, enthusiasm, self-motivated and high energy
* Ability to function as part of a team and work in a collaborative environment
* Ability to speak Spanish is beneficial
Application Process:
Send resume with cover letter and position to which you are applying in the subject line to: careers@gatepath.com
OR
Community Gatepath®
ATTN: Human Resources
875 Stanton Road
Burlingame, CA 94010
FAX: (650) 697-5010
NO PHONE CALLS PLEASE
