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Office Coordinator-MHC Dubuque County

Hillcrest Family Services

1 Positions

ID: 554108184

Posted On 09/23/2025

Job Overview

Responsibilities

The **Office Coordinator** at our Mental Health Center- Dubuque County is responsible for overseeing and managing the daily administrative activities of an office. The Office Coordinator ensures that the office runs smoothly by managing various tasks such as scheduling, handling correspondence, maintaining office supplies, and providing general administrative support to staff. In addition, you will:

+ Greet individuals who enter the business office and assists clients with the check in process including verifying client information, insurance information or funding source and making copies of insurance cards as needed. Updating NetSmart with any changes as needed.

+ Verify initial insurance eligibility prior to intake appointment. Collect co-pays, co-insurance, deductibles, overdue balances from clients at each appointment and documents on their deposits.

+ Obtain consent for treatment, demographic information, appropriate releases of information, and other required intake information from clients.

+ Monitor clients’ need for prior authorization and additional authorization for services and ensures that authorization is obtained.

+ Provide clients, families, and funders with client history as needed while maintaining HIPAA guidelines.

+ Manage client records according to agency, state and federal guidelines. Communicate discharged client information to the Discharge Coordinator.

+ Answer the telephone and screen/routes all calls appropriately, taking messages if needed.

+ Serve as a support assistant to all clinical and medical staff including assisting with therapists’ scheduling needs and monitoring prescribers’ schedules to ensure minimal gaps in their schedules.

+ Maintain Appointment Fill list as needed and call clients’ when there is availability. Enforce the no show policy and maintains walk-in or on-call status spreadsheets and documents in the scheduler under alerts.

+ Assist eligible clients with completing the initial Region application and upon expiration of their application.

+ Send copies of billing sheets, insurance cards, Region applications, Region Notice of Decision (NOD), and demographic information to the main office when requested.

+ Coordinate requests for IT assistance, copier and fax maintenance, and telephone system service as needed. Ensure that the office is stocked with adequate office supplies.

+ Maintain cleanliness of office including dusting, vacuuming, and removing trash in providers’ offices and common areas if applicable.

+ Balance petty cash bag monthly and submits for replenishment from Finance if more than $10. Prepares weekly and monthly bank deposits and takes the deposits to the bank. Reconciles One Card statement and allocates invoices for the mental health center.

+ Serves as a support for the other MHC with NetSmart functions and questions, including the scheduler.

+ Other duties as assigned.

Requirements

Education:

+ High school diploma or equivalent is required.

Experience:

+ Previous experience as an office coordinator, office assistant, or a similar role is preferred.

+ Previous experience working with an electronic health record (EHR) system is preferred.

Knowledge/Skills:

+ Strong organizational and multitasking skills.

+ Excellent verbal and written communication skills.

+ Proficient in Microsoft Office

+ Detail-oriented, proactive, and capable of handling confidential information with discretion.

Benefits

Competitive benefits package for full-time employees working 30+ hours a week:

+ Health insurance (up to 79% employer paid)

+ Dental insurance

+ Vision insurance

+ 401(k) with profit sharing and employer match

+ Paid time off (accrue up to 80 hours during first year of employment; increases based on tenure with agency)

+ 10 paid holidays

+ 80 hours sick time

+ 2 wellness days

+ Staff development and training

+ Public Service Loan Forgiveness (PSLF) eligibility for federal student loans

+ Employer paid CEU's through Relias

+ PerkSpot- employee discount program

+ Employee assistance program

+ Advancement opportunities

About the Organization

Hillcrest is a non-profit organization that assists adults and children in need of help. Every day, Hillcrest builds confidence in hundreds of people and families. We strive to be a leading provider in supporting brain health and wellness. We’re a place where compassion is commonplace. Where our passion soars and faith restores.

**COVID-19 Vaccination Not Required*

Primary Contact

315333

Human Resources

,

563-557-8211

Phone

Phone

Phone

563-207-5051

Fax

[email protected]

Email

True

False

True

Job Details

Categories

Human and Social Services

Location

Dubuque, IA

Job Type

Employee

Full/Part

Full Time

Qualifications

Education

High School/GED

Company ID

1066

Job REQ #

554108184

\# Positions

1

Start Date

20250923

End Date

20251103

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Hillcrest Family Services

About the Company

Founded in 1896, Hillcrest Family Services is a non-profit health and human services provider, accredited by the Joint Commission, that assists children, adults, and families in need of help. In 2020, we delivered innovative, collaborative, and resourceful care to 30,648 children, adults, and families from 52 Iowa counties, 6 Illinois counties, and 4 Wisconsin counties in an effort to ensure they were safe, secure, and well. Our nearly 400 Hillcrest team members in 30+ programs served our clients while upholding our core values - Compassion for All, Trustworthiness, Collaboration, and Community Involvement. With primary programming and administrative offices in Dubuque, Hillcrest also operates programs in Cedar Rapids, Iowa City, Maquoketa, Clinton, Washington, Mt. Pleasant, Wapello, and Ottumwa.

Mission: _Meeting people as they are today; Guiding them to where they want and need to be tomorrow. ~Help for today, Hope for tomorrow~_