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Office Coordinator

This job is no longer available

Norwich, CT, USANorwichCTUSA

Under the supervision of the Director, Birth to Three, coordinates the office for the Easterseals Birth to Three Program, assisting in an office system that is effective, well organized and smoothly run, while monitoring timeframes and compliance measures established by the CT State Birth to Three Program, Federal act IDEA part C. Office Coordinator is responsible for data entry of daily charges entered into CT Spider system and ensures that charges balance to Medisoft system. Coordinates all office duties for therapists and teachers.

Areas of Responsibility: 
  • Organize daily service tickets by date, enter into CT Spider system, ensure all daily charges are entered accurately
  • Typing initial and annual evaluation reports for therapists, distributing and assuring signature from therapist.
  • Create charts for individual children and organize chart contents. Monitor charts for state and federal compliance
  • Filing forms, evaluations, letters, releases and other Birth to Three notes in the Birth to Three charts.
  • Data entry for the Easterseals Birth to Three Program into the CT. State Birth to Three System (Spider) abiding by all of the state mandated time lines.
  • Fax/scan Birth to Three documents to doctor’s offices, school systems, outpatient facilities, etc.
  • Answer phone calls and emails for the Easterseals Birth to Three program.
  • Contact all Birth to Three referrals to verify information is correct and to confirm that the referral was received within 24 hours. Pull new referrals from (Spider) and moves to roster. Distributes referrals to appropriate staff.
  • Order office supplies as necessary and complete purchase orders.
  • Enter data into the CT. Birth to Three System (Spider) using a state computer program.
  • Complete service assignment sheets for staff to ensure therapist/provider compliance as stated on the individualized family service plans with in the mandated timeframe of 20 days.
  • Complete weekly agenda, including children approaching exit, attend weekly meeting while taking minutes and print a copy for all staff.
  • Health and Safety team member for Norwich office.
  • Assure most recent OEC forms are completed as required
  • Assure current and proper insurance data in the SPIDER system.
  • Request prior authorization from OEC as necessary for additional units
  • Track charts and mailing charts to families or shredding charts as requested or at least after 6 years.
  • Copying of  B23 forms/charts/evaluations/IFSP’s as directed
  • Provide coverage of Billing Associate support as required.
  • Perform other related duties as required.
  • Displays and upholds Easterseals core values of collaboration, respect, caring, excellence and accountability.  Consistently demonstrates caring for the community we serve, for one another, and for the organization they are part of, and contributes to building trust, pride and camaraderie.
Educational Background: 
High School or equivalent strongly preferred. Associates Degree strongly preferred.
  • Proficient in Microsoft Office applications
  • This position may be authorized to have access to protected Health Information (PHI) to perform specific job duties.
  • Computer experience
  • Word and Excel proficient
  • Billing experience-Medical billing
  • Secretarial experience
  • Data entry experience 
  • Internet proficiency
  • Medical terminology, ability to understand/read EOB’s
  • Proficient in Medisoft system or other medical software, CT Spider and EIBilling sites
  • Proficient in Microsoft Office applications
  • Excellent organizational skills, ability to set priorities and to meet deadlines.
  • Excellent typing/proofreading skills
  • Excellent problem solving skills
  • Ability to work as a team
  • Excellent phone skills
  • Minimum of 3 years secretarial experience required
  • Computer experience
  • Word and Excel proficient
  • Data entry experience 

Organization Info


Chicago, IL, United States
About Us

For nearly 100 years Easterseals has been the indispensable resource for people and families challenged by disabilities. Now, as America faces a broad range of new issues, we make a major, positive, life-changing difference in the lives of people and families facing today's disabilities. The work we do every day is redefining disabilities for the 21st century.

Listing Stats

Post Date: 
Apr 11 2019
Active Until: 
May 11 2019
Hiring Organization: