Office Manager

Position Summary

This position has a primary function of providing support to, and increasing efficiencies related to services and functions of clinical staff to allow them to devote more time to billable services. This individual is responsible for ensuring the presence, timeliness, and accuracy of case documentation for all clients, as well as communication between clinical staff, clients and revenue cycle management.

The Office Manager ensures the completion of data entry duties critical to agency monitoring, tracking, reporting, and compliance activities. The duties of this position include roles for both internal and external databases utilized by the Home and Outpatient Services, to ensure comprehensive access and communication across departments and throughout the agency. The Office Manager represents a key link between the agency’s Outpatient Services Treatment Programs, Quality Assurance, and Revenue Cycle Management/Billing.
Essential

Responsibilities

• Responsible for the input of Outpatient Services data into web-based case records management system (CareLogic) including case assignments and programming.
• Provide back up to Program Support Assistant with coordination and distribution of information related to Outpatient Services intakes; serves as resource for intake process completion and phone.
• Supervise administrative support staff persons to coordinate front end revenue cycle execution.

• Process client referrals for Outpatient Services, verify insurance for payment of services, and schedule client appointments.
• Establish and maintain Outpatient Services clinical files in the electronic health record, through monitoring compliance and clinician signatures.
• Maintain group rosters.
• Participate in agency Performance Quality Improvement and Quality Assurance Committee activities.
• Facilitate and drive performance improvement processes related to Outpatient Services billing, reporting, tracking, and coordination in collaboration with Director of Outpatient Services.
• Manage clinical recommendations for clients, as well as manage service pending lists and case assignments.
• Serve as the department liaison for procuring office supplies, donations for clients and families and promotional materials.
• Provide administrative support through scheduling, new hire assistance and special projects.
• Serve as a technical support regarding electronic health record system.
• Communicate effectively with clients and families regarding billing questions and concerns, collections for services rendered, and communications with insurance companies.
• Maintain departmental reports involving authorized services, claim errors and clinical documentation to ensure proper billing of services rendered.
• Work cooperatively with Quality Assurance and Revenue Cycle Management regarding specialized grants for Outpatient Services.
• Manage maintenance requests for physical space of office needs.
• Utilize the Sanctuary based tools such as the S.E.L.F. framework in problem solving and interactions with staff, clients, stakeholders, and vendors and shows an understanding and adherence to the Seven Commitments, practicing open communication, non-violence, democracy, social learning, social responsibility emotional intelligence, and a commitment to growth and change.
• Must be able to perform the essential functions of this position with or without reasonable accommodations.
• Attend trainings as required.
• Other duties as assigned.

Physical demands and work environment

1. While performing the duties of this job, the employee is regularly required to stand, walk and talk or hear; use hands to finger, handle or feel objects; and reach with hands and arms. The employee is occasionally required to sit, kneel, squat, and hold objects or carry.

2. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

3. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $12.00 - $27.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
All staff must be vaccinated against COVID-19. Exemptions may be made for valid health or religious reason.

Work Location:

• One location

Work Remotely:

• No

Work Location: One location