Office Manager

Description

Purpose:

The primary purpose of the Office Manager is to maintain office functions of the Center, which include answering phone calls; verifying insurance and Medicare; obtaining authorizations and scheduling patients; keeping records medical by Federal, State, and County guidelines, as well as by the Company’s established policies and procedures.

The position creates an atmosphere of warmth, personal interest, positive emphasis, and a calm attitude when visiting with staff, patients, and visitors.

Duties:

The Office Manager assists with operating the MAT program's front office/admissions office.

Ensures smooth flow of clients through inquiry and admission process of the program. Performs daily financial functions, including processing payments, spreadsheet balancing, and monthly/quarterly reports. Oversees overall operation of the business office, ensuring accuracy and timeliness of transactions reported to Program Director. 

• Work is sedentary and ambulant with occasional physical exertion (lifting 30 or more pounds, walking, standing, etc.) ability to support patient weight in case of emergency or disability requiring assistance. Must be able to see, stoop, sit, stand, bend, reach, and be mobile (whether natural or with accommodation).
• Quality of hearing (whether natural or with accommodation) must be acceptable. Must be able to communicate both verbally and in writing. Must be able to relate to and work with mentally and physically ill, disabled, emotionally upset, and hostile patients.
• Must be emotionally stable and exhibit the ability to display coping skills to deal with multiple situations. Risk of exposure to infections, bloodborne pathogens, and other potentially infectious materials or contagious diseases. For this reason, "Universal Precautions" must always be followed.
• The Office Manager should understand, support, and comply with the established workplace violence, ADA, EEOC, and Corporate Compliance program and commit to worker safety, health, and patient safety. Subject to work schedule and shift changes.

Supervision/ competency evaluations:

Supervision and competency evaluations are provided through facility monitoring activities, direct observation, staff meetings, in-services, management meetings, individual meetings, Employee Improvement processes, reporting, interactions, strategic planning, outcomes, and annual competency review.

Competencies:

• Demonstrates an understanding of ReVIDA’s Mission and Core Values.
• Adheres to company policies and procedures, including but not restricted to safety, infection control, confidentiality, patient rights, professional ethics, and smoking.
• Provides quality customer service.
• Adheres to company Human Resource policies and procedures, including but not restricted to attendance, dress code, timekeeping, drug-free workplace, workplace violence, name badge, and work and activity schedule.
• Participates in performance improvement process/activities.
• Exhibits clear, concise verbal and written communication.
• Demonstrates computer & telephone skills.
• Manages daily operations of the outpatient admissions office.
• Prepares Excel spreadsheet daily for admission fees, U/A fees, annual update fees, and gives to Clinic Director daily for review.
• Answers calls/questions concerning the outpatient program accurately and professionally.
• Greets all clients and visitors and channels them to appropriate personnel.
• Effectively directs and organizes daily responsibilities and workflow.
• Establishes and maintains appropriate boundaries with patients, Multidisciplinary Treatment Team, and colleagues.
• Prepares, types, sorts, and files documentation as necessary and requested accurately and timely.
• Completes admission process with outpatient program clients in a professional and timely manner.
• Conducts clinic tours with prospective patients, family members, and visitors.
• Completes monthly / quarterly admission reports in an accurate and timely manner.
• Collects patient payments daily and provides accurate payment receipts to patients.
• Posts payments to spreadsheet accurately.
• Assists in performing patient chart audits accurately and timely and reports deficiencies to appropriate personnel.
• Compiles and maintains insurance and third-party payer billing and payment reports, contacts, and account balances.
• Compiles statistical data per clinic Director’s instructions and reports this promptly. Revises spreadsheet monthly.
• Provides input into leadership meetings regarding PI/QA activities.
• Interviews prospective employees and makes employment recommendations and decisions.
• Ensures emplo