Administrative Coordinator

at Canopy Mental Health & Consulting (MHC)

As our Administrative Coordinator, you will play a key role in fulfilling Canopy's value of Excellence in Customer Service. You will serve as the first point of contact for prospective clients and community inquiries, and as the client-facing facilitator for meeting customer needs. As a member of the administrative team you will collaborate closely with clinical staff and leadership in customer service-related endeavors. In line with Canopy's values, you will focus your efforts and attention on facilitating ease and convenience for clients as they navigate the process of receiving treatment services at Canopy MHC.

Job Details

Start Date: (As soon as possible, date)

Location: In office, time split between Minneapolis, MN and Richfield, MN offices

Hiring hourly: Range: $23.00-$26.00 Starting salary will depend on your skills and demonstrated readiness for the role.

Hours/Day: Monday-Friday, 40 hours a week - including evenings and weekends when necessary.

Job Type: Full Time, Non-Exempt Hourly

Essential Job Functions

Customer Service

• Provide high quality customer service to prospective and existing clients
• Scheduling appointments and intakes, support in selecting clinicians
• Triaging calls, faxes, and emails to appropriate staff
• Meet timing requirements for responding to incoming public and client inquiries, via a variety of mediums (phone, online, etc.)
• Staff the front desk in the waiting room to check-in clients for scheduled appointments, collect client copayments, schedule follow-up sessions,
• Send out satisfaction surveys to new and existing Canopy clients
• Maintain client confidentiality by following Health Insurance Portability and Accountability Act (HIPAA) and other local and federal privacy regulations
  

Scheduling and Coordination

• Coordinating clinician schedules, scheduling intakes for new clients, and sending intake paperwork to new clients through Canopy's Electronic Health Record (EHR)
• Coordinate and schedule interpretation services as needed
• Coordinate with outside entities on behalf of psychiatry clinicians, particularly coordinating with pharmacies via phone and fax
• Make reminder phone calls for Canopy's psychiatric providers' appointments
• Coordinate with billing team on insurance verification and as needed for client needs
• Attend and engage in regular administrative staff meetings
  
  

Documentation and Record Management

• Request and check client intake paperwork, confirm clients have completed paperwork upon initial intake appointments
• Send out and collect medical and mental health records as requested. Ensuring a completed Release of Information (ROI) has been signed by the client
• Uploading documents and other records to EHR as needed
• Keep record of all customer service interactions via Zoho
  
  

Administrative Support

• Light cleaning, maintenance, and organization of office waiting room and other shared spaces
• Provide admin/office support to Canopy's clinicians and leadership staff, and admin support during company events
• Provide temporary support and coverage to other admin team members when needed
• Fulfill other administrative duties and responsibilities as assigned by direct supervisor
  
  

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to perform the role satisfactorily to apply, regardless of whether they meet each requirement to the fullest extent.

Required Qualifications

• High school diploma or equivalent education.
• 1-2 years of administrative assistant/coordinator experience.
• Experience working in health care or human services.
• Passionate and knowledgeable about providing culturally responsive services, equitable healthcare access, and social and economic challenges of the communities that Canopy serves.
• Must have at least basic knowledge of insurance billing processes (CPT codes, diagnostic codes, use of modifiers, etc.).
• Valid driver's license and current automobile insurance.
  
  

Preferred Qualifications

• Associate degree or higher in business administration, human services, criminal justice, behavioral sciences, or other related fields.
• Beginning to Intermediate knowledge of insurance billing processes (CPT codes, diagnostic codes, use of modifiers, etc.) and electronic health record systems.
• Knowledgeable about mental health symptoms/diagnoses, coordination of care, referrals, best practices, HIPAA compliance, insurance, billing, and other areas of mental health care.
• Knowledge of appropriate software including: Google Workspace and Adobe Acrobat.
  
  

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines and filing cabinets. This role must be able to remain in a stationary position 50% of the time.

About Canopy Mental Health & Consulting

Canopy is a values-based mental health organization offering outpatient and online therapy options to best meet our diverse clients' needs. We provide culturally informed therapy services for historically underserved and marginalized populations in the Twin Cities.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out their work. Our generous employment package includes Canopy-sponsored health, dental, and vision insurance options, employer-paid short-term disability insurance, life insurance and AD&D, Flexible Spending Account (FSA), Sick and Paid Time Off accrual,10 Paid Holidays, and 401k retirement plan with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the organization.

Workplace Culture

Canopy MHC is a values-based, inclusive workplace that strives to create a space where our 45 employees' unique talents, learning styles, and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, professional development, and biweekly group consultations meetings for clinicians.

Our Hiring Process

Our human resources team is committed to a person-first centered approach to our hiring process. Candidates can view currently open positions and apply online at canopymhc.com/careers. For all positions, our hiring process includes a virtual screening interview and in-person panel interviews, reference checks and background checks for final candidates.

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at careers@canopymhc.com. At this time, we are unable to provide company-sponsored visas and are only considering candidates who are eligible to work in the United States.

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow emails from the Canopy (@canopymhc.com) and Paycor (@paycor.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from Canopy and/or Paycor can be marked as spam.

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