Office Coordinator - Keene, NH

At Phoenix House, change is something we embrace every day as part of our values to deliver exceptional care. Phoenix House provides individualized, holistic drug and alcohol addiction treatment, with a legacy spanning nearly 50 years. We are passionate about healing individuals, families and communities challenged by substance use disorders and related mental health conditions.

Phoenix House supports the mission through a holistic approach that focuses on the distinct mental, physical, and social needs of every person; innovation of best-in-class and evidence-based prevention, treatment, and recovery programs; and, the promotion of greater understanding of addiction. Our devoted staff are committed to treating the whole person-and come from all fields.

We operate personalized, strength-based, gender-responsive programs while living the values and being accountable for our commitments. Being introspective and becoming part of the solution is integral to every interaction and person we touch. As 'One Phoenix House' we believe in having fun along the way - embracing 'progress not perfection' as our journey continues. 


The Office Coordinator performs clerical, administrative and practice coordination work in support of the Outpatient and Residential programs.


?  Serve as primary receptionist and/or administrative contact to schedule clinicians/Medical Director/Nurse Practitioner's appointments utilizing a staggered scheduling system as required.

?  Complete phone screens for potential clients for outpatient and residential programs

?  Assist New Hampshire Access Team as directed with managing phone overflow, administrative reports and scheduling residential admissions.

?  Complete initial intake paperwork for outpatient and residential admissions.

?  Verifies insurance benefits for outpatient and residential applicants.

?  Obtain and conduct insurance verification and authorization; re-verify insurance monthly for all patients.

?  Maintains welligent documentation within timely manner.

?  Maintain professionalism with patients and collateral when providing customer service (in person/phone/written).

?  Complete urine drug screen requisitions and conduct urine drug screens and breathalyzers as needed.

?  Maintain computerized and manual admission and discharge systems as directed.

?  Enter and accurately maintain data for all computer-based programs on a timely basis as required.

?  Identify all clients to appropriate billing source, process billing data in the Electronic Health Record system.

?  Collect patient copays and accurately document collection.

?  Prepare and make weekly deposits.

?  Perform bookkeeping for petty cash.

?  Forward invoices for timely processing with support for Director of Operations and Administration.

?  Maintain inventory of office supplies and requests to order any supplies needed.

?  Prepare,  process and file documents in Welligent and other filing systems.

?  Attend training as directed.

?  Prepare and present weekly reports tracking business trends regarding Show, No Show, completions, discharges, and patient follow-ups and other pertinent data sets as assigned

?  Support MAP center and data tracking as directed.

?  Maintain accurate census reports and rosters.

?  Perform other duties as assigned.


?  Familiarity with CPT coding

?  Typing accuracy

?  Proficiency in the Electronic Health Record for tasks assigned

?  Proficiency with insurance verification and authorizations

?  Make accurate arithmetic computations

?  Prepare and maintain complex records and reports

?  Establish and maintain effective working relationships with employees, other agencies and the public

?  Follow written and verbal instruction

?  Communicate effectively verbally and in writing

?  Control of financial accounts

?  Be well organized


To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.  The requirements listed below are representative of the knowledge, skill and/or ability required. 

?  Knowledge of recordkeeping and filing methods

?  Knowledge of business English, spelling and arithmetic

?  Knowledge of office practices and procedures

?  Working knowledge and/or skill in word processing, spread sheets and other computer applications

?  Knowledge of rules and procedures of assigned department


High School diploma required, plus two years of experience in administrative office work or any equivalent combination of education, training and experience that demonstrates the ability to perform the duties of the position.




The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

REGULARLY REQUIRED:   to sit, use hands to finger, handle or feel objects, tools or controls; reach with hands  and arms, and talk or hear.

OCCASIONALLY REQUIRED:  to stand, walk, stoop, kneel or crouch and lift and/or move up to 10 pounds


The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

  • A typical office environment, with minimal exposure to excessive noise or adverse environmental issues
  • Business travel may be required

?   Exposure to clients infected with Hepatitis B, HIV, TB, or other Infectious Diseases is possible.

  • Exposure to patients with co-occurring mental health issues.


  Monday and Wednesday, 8:30 am - 5:00 pm

Phoenix House requires background checks, drug testing, TB testing, verification of employment history, reference checks and possibly a medical exam, prior to employment.

Phoenix House is an Equal Opportunity Employer providing equality of opportunity to all who are protected against discrimination by law, regulation or executive order, including veterans and individuals with disabilities. EEO is the Law: Applicants and employees are protected under Federal law from discrimination. Click to learn more.