Wellness Office Coordinator

Overview

Plans, coordinates, and promotes wellness programs.

Responsibilities

Position Specific Competencies:

In addition to the following essential position competencies, other competencies may be required to meet changing organizational needs:

Reports/Records information correctly.

• Completes documentation as described in policies and procedures.

• Collects correct and appropriate information from patients/customers/employees to properly inform and prepare staff for delivery of services.

• Completes reports for Wellness Services and other data as requested.

• Perform full range of secretarial, general office, clerical and maintenance of general office supply inventory.

• Receives, sorts, and collates client information, creates files, and enters information into computer for analysis and tracking.

• Answers telephones, takes messages, and transfer calls to proper person.

• Assists in record keeping of referrals into and out of Wellness Services

• Record and report EHIP and TH appointment numbers to Exercise Manager as requested.

• Maintain accurate gift certificate logs.  

• Redeem gift certificates correctly.

Uses appropriate problem-solving approach to plan services.

• Schedules customers/members/patients for EHIP, EIM, TH, massage, nutrition, wellness coaching and other appointments as needed.

• Answer phone in a manner consistent with FirstHealth Customer service standards.  Return messages in a timely manner.

• Coordinate rooms, provider, use of equipment, and other spaces.

• Have a reserve of several files prepared for use at all times.

• Handles customer inquiries and grievances when presented and routes to the appropriate manager or staff person.

• Makes all confirmation calls for the Massage, LEC, EIM and Nutrition departments.

• Attend staff meetings.

• Maintain an accurate Point of Sale.

• Pull records on each patient for every visit.

• Print schedules for resource and provider.

• Complete orders for office supplies for LEC and Wellness Services according to H&F business operations manager timeline.

Provides services with consideration of recipient’s needs.

• Greets every customer/member/patient in a manner consistent with FirstHealth customer service standards.

• Schedules appointments as needed in various programs, membership department, and community events.

• Makes confirmation calls for all appointments.

• Demonstrate customer service skills when making, rescheduling or cancelling appointments and when dealing with upset customers.

• Maintains a team approach in working with the dietician, massage therapist, exercise specialists and Exercise is Medicine staff.

Uses equipment/supplies correctly.

• Identifies department inventory and ensures that equipment/supplies are available.

• Maintains storage and filing areas in an orderly fashion.

• Orders all office supplies for the department.
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Uses appropriate safety and infection control measures.

• Complies with department and organization safety and infection control measures.

Teaches/Directs/Advises/Informs other in an appropriate manner.

• Performs trouble-shooting regularly and informs others of events/activities that may affect usual or assigned duties.
• Presents possible solutions to scheduling and/or operational conflicts.
• Shows ability to share knowledge of programs and services to effectively assist patients/customers/employees.
• Communicate with staff when customer arrives.
• Communicate with staff when customer cancels appointment. Follow cancellation procedures.

Age Group Served:

All age groups within the Health and Fitness Membership (approximately 8-100).

Qualifications

Qualifications:

The following qualifications or equivalents are the minimum requirements necessary to perform the essential function of this position.

Education/Formal Training/Licensure/Certification/Experience:

Completion of high school or equivalent.  Business degree or certification preferred.  Two years of clerical experience in a business office. CPR Certification required within first 90 days of employment.

Skills:

The applicant must posses technical, computer, and interpersonal skills.  Must have basic computer knowledge with Microsoft Office software experience.  He/she must be capable of professional and personal interaction with members and staff.  Must provide positive and professional customer relations.  Must maintain confidentiality and adhere to HIPAA rules and regulations.  

Working Conditions:

Able to put data into the computer, schedule and plan events.  Able to speak clearly and effectively to customers and staff in person and on the phone.  Requires sitting for long periods. Must be willing to be a team player and assist all staff in fitness centerWork a 15-40 hour week.  Able to lift 20 pounds.

FirstHealth values diversity, equity, and inclusion, and works to create a culture of excellence in which all team members feel valued, connected, treated fairly and safe, and where differences are both respected and supported.