Office Coordinator

At Shaping Dreams, we are dedicated to providing exceptional care and support to our clients and their families in the field of Applied Behavior Analysis (ABA). We are currently seeking a compassionate and organized Office Coordinator to join our team. This individual will play a vital role in ensuring the smooth operation of our clinic, contributing to our mission of helping children reach their fullest potential.

Key Responsibilities:

• Administrative Support:
• Oversee daily office operations to create a welcoming and efficient environment for clients and staff.
• Manage phone calls, emails, and correspondence with professionalism and empathy.
• Schedule appointments and coordinate meetings, ensuring effective communication throughout the clinic.
• Client Management:
• Greet clients and families warmly upon arrival, providing a supportive atmosphere.
• Maintain accurate client records while ensuring confidentiality in compliance with HIPAA regulations.
• Assist families with the intake process, guiding them through documentation requirements with compassion.
• Billing and Insurance:
• Coordinate billing processes, including verifying insurance eligibility and processing claims smoothly.
• Help clients understand their insurance benefits and coverage for ABA services, providing clarity and support.
• Follow up on outstanding payments while maintaining a respectful and understanding approach.
• Communication:
• Serve as a liaison between clients, families, and clinical staff to facilitate open and effective communication.
• Distribute important information and updates to staff and clients, fostering a sense of community.
• Address client inquiries and concerns promptly and professionally, ensuring their needs are met.
• Office Organization:
• Maintain an organized and efficient office environment, managing supplies and equipment thoughtfully.
• Ensure all office policies and procedures are adhered to and updated as necessary.
• Implement and maintain filing systems for client records, billing, and administrative documents with attention to detail.
• Support Clinical Staff:
• Assist clinical staff with scheduling, documentation, and preparation for sessions, allowing them to focus on client care.
• Coordinate training sessions or staff meetings, contributing to a collaborative team environment.
• Support the onboarding process for new hires, welcoming them into our Shaping Dreams family.
• Compliance and Quality Assurance:
• Ensure adherence to clinic policies, state regulations, and accreditation standards to maintain high-quality services.
• Stay informed about best practices in ABA and relevant updates in the field to enhance clinic operations.
• Assist in preparing for audits or quality assurance reviews, promoting continuous improvement.
• Facility Management:
• Oversee the maintenance of the clinic space, ensuring it is clean, safe, and conducive to therapy.
• Coordinate with vendors for office supplies and facility repairs as needed, ensuring a pleasant environment for all.
• Marketing and Outreach:
• Assist in promoting Shaping Dreams’ services through social media and community outreach efforts.
• Help organize events, workshops, or informational sessions for families and the community, creating connections.
• Professional Development:
• Stay informed about best practices in ABA and administrative operations through ongoing training and development.
• Participate in opportunities for professional growth, contributing to both personal and clinic advancement.

Job Requirements:

• Bachelor’s degree in a relevant field (e.g., Healthcare Administration, Psychology, or Business Management) preferred.
• Previous experience in an administrative role, preferably in a healthcare or ABA setting.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks effectively.
• Excellent communication and interpersonal skills, demonstrating compassion and professionalism.
• Proficiency in Microsoft Office Suite and familiarity with electronic medical records (EMR) systems is a plus.
• Knowledge of HIPAA regulations and commitment to maintaining confidentiality.

At Shaping Dreams, we believe in nurturing a supportive and collaborative work environment. If you are passionate about making a difference in the lives of children and their families, we would love to hear from you. Join us in our mission to help shape brighter futures!

To Apply: Please submit your resume and a cover letter detailing your relevant experience and why you would be a great fit for our team.

Job Type: Full-time

Pay: $18.00 - $26.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• After school
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Medical office management: 5 years (Required)

Language:

• English (Required)

Ability to Commute:

• Acworth, GA 30101 (Required)

Ability to Relocate:

• Acworth, GA 30101: Relocate before starting work (Required)

Work Location: In person