Top 2 Front desk coordinator Jobs in Rockford Il

Office Manager - Outpatient Mental Health Clinic
Toledo Mental Health Clinic —Rockford, IL
- From $25 an hour
- Full-time
- HIPAA
- Mid-level
- Clinic
- Paid time off
Quick Apply
19h
Dental Front Desk Coordinator (FT)
Bright Direction Dental LLC —Beloit, WI
- Full-time
- Dental office
- Administrative experience
- High school diploma or GED
- Paid holidays
- Health insurance
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Office Manager - Outpatient Mental Health Clinic

Toledo Mental Health Clinic
Rockford, IL

Quick Apply

Job Details

Full-time
From $25 an hour
19 hours ago

Benefits

Paid time off

Qualifications

Customer communication
Patient scheduling systems
Practice management software
Health record tracking
Managing patient records
Medical terminology

Full Job Description

Overview

The Office Manager plays a pivotal role in ensuring the efficient, compassionate, and compliant daily operation of our outpatient mental health facility. Acting as the administrative bridge between clients, clinical providers, and management, this position oversees patient intake workflows, medical billing/coding coordination, staff scheduling, and facility upkeep. The ideal candidate maintains strict HIPAA compliance, fosters a welcoming and trauma-informed environment for clients, and supports clinicians in delivering high-quality behavioral healthcare.

Key Responsibilities

1. Clinic Operations & Administration

Oversee daily front-desk and reception workflows, ensuring clients are greeted warmly and efficiently checked in.
Manage appointment scheduling across multiple clinical calendars, minimizing gaps and handling cancellations/reschedules.
Maintain clinic office supplies, medical forms, and facility hardware, coordinating vendor maintenance as needed.
Ensure physical and digital environments remain clean, organized, safe, and supportive of a trauma-informed care practice.

2. Client Intake, Billing & Revenue Cycle

Coordinate the client onboarding process, ensuring completion of intake packets, consent forms, and demographic data.
Verify insurance benefits (commercial, Medicaid, Medicare) and communicate copays, deductibles, and self-pay rates clearly to clients.
Manage co-pay collection, outstanding balance tracking, and daily financial receipts in accordance with clinic accounting standards.
Collaborate with external billing specialists/clearinghouses to resolve claim rejections, denials, and prior authorizations.

3. Regulatory Compliance & Records Management

Enforce strict adherence to HIPAA, HITECH, and state behavioral health privacy regulations across all administrative staff.
Manage the Electronic Health Records (EHR) system, ensuring secure record storage, release of information (ROI) processing, and chart audits.
Maintain emergency response standards, OSHA compliance, and required facility licensing postings.

4. Staff Coordination & Support

Supervise front-office administrative personnel, including receptionist staff and intake coordinators.
Assist in onboarding and administrative orientation for newly hired clinicians and staff members.
Coordinate clinical staff schedules, meeting arrangements, and administrative support for peer review or team case consultations.

Qualifications

Proven experience in medical office management or healthcare practice management within outpatient or mental health settings
Strong supervisory skills with experience managing teams in a healthcare environment
Proficiency in EMR/EHR systems such as Eaglesoft or Dentrix; familiarity with patient management software is essential
Knowledge of health regulation policies including HIPAA compliance and JCAHO standards
Experience with fiscal management including budgeting, financial reporting, and medical billing processes
Excellent managerial communication skills coupled with customer service expertise to support both staff and patients effectively
Ability to navigate Microsoft Office applications efficiently for reporting and administrative tasks
Familiarity with medical terminology, medical records handling, and electronic health record systems is required
Demonstrated ability to manage healthcare staff effectively while maintaining high standards of compliance and quality assurance

Join us in making a meaningful difference by leading our outpatient mental health clinic towards operational excellence!

Pay: From $25.00 per hour

Benefits:

Paid time off

Work Location: In person

Quick Apply

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front desk coordinator jobs in rockford il

Office Manager - Outpatient Mental Health Clinic

Dental Front Desk Coordinator (FT)

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