Clinical Office Manager

 

Job Title: Clinical Office Manager

Department: Counseling Center

Campus Location: Main Campus

FLSA Status: Nonexempt/ Hourly

Position Type/ Work Schedule

• 2080 Hours per year
• 12 Months per year
• 40 Hours per week (Estimated)

About Us

Colorado College is a nationally recognized, residential liberal arts college with 2,300 students from around the world. Employees set the stage for student success by bringing their diverse experience and knowledge to the table. The college actively promotes a dynamic and inclusive environment in which students and employees of diverse backgrounds, cultures, and perspectives can learn and work. 

Job Summary

The Clinical Office Manager plays a vital role in ensuring the smooth and efficient operation of the Counseling Center at Colorado College. This position oversees daily administrative and business functions that support behavioral health services for the college’s student population. The manager is responsible for coordinating provider schedules with exceptional customer service, maintaining facilities, and managing communications and partnerships across Health & Wellness and Student Life departments.

Responsibilities

• Oversee the patient registration and scheduling for students seeking counseling and psychiatric care, including reviewing medical history, personal information and special requests while providing excellent customer service; collect and review insurance information, co-pays, pharmacy information, past medical/counseling records and referral paperwork.
• Assist with coordinating crisis intervention for students who are in psychological distress, responds to emergency requests and urgent appointments by coordinating with the Counseling Center Staff and the referring staff/faculty/students; reschedule clients as necessary due to weather delays or staff illness or emergencies.; manages student walk-in traffic by evaluating urgency of student need in consultation with providers; responds to daily overnight crisis line contacts to ensure continuity of care within the Counseling Center.
• Check in appointments for psychiatrist and physician assistant/nurse practitioner and take medical vital signs, blood pressure and weight; verify accurate completion of paperwork. Work with Health Center for medications/lab orders.
• Use AdvancedMD Electronic Medical Records to schedule, prepare billing statements, generate reports, and do medical coding for the counseling center (ICD-10 and CPT codes), to include printing walk out tickets for student billing; coordinate charges and payments with Student Accounts in Finance and Administration; maintain spreadsheet of students approved for scholarships to cover treatment costs at Counseling Center and record charges to be sent to Associate Vice President for Student Life; Submit claims and work with BCBS/Anthem for Student Insurance; maintain records of prescriptions and manages requests for refills.
• Monitor and maintain the Counseling Center operating budget, including expenditures, accounts payable, staff reimbursements and P-card reconciliations.
• Oversee the physical condition of the Yalich Student Service building by requesting facilities work orders from Counseling Center and Student Health Center; order and maintain office supplies; monitor and maintain all office equipment including computers, copiers, scanners, and fax machines; assist Counseling Center staff with computer problems and calling IT Help Desk when necessary.
• Serve as HIPAA compliance officer for the Counseling Center (see HIPAA procedures).

Minimum Qualifications

• Some college/Associate’s degree plus a minimum of two years of related experience
• Knowledge of medical office policies and procedures, HIPPA and FERPA confidentiality requirements CPT and ICD10 codes
• Ability to work independently, accurately, and with discretion
• High level of resourcefulness, diplomacy, integrity, and professionalism in all aspects of responsibilities and maintain the confidential nature of information and issues that arise in the course of the job
• Skilled in making decisions by seeking out best alternatives
• Ability to work in a fast-paced environment with timelines and be able to navigate shifting priorities with ease
• Outstanding customer service skills, and excellent written and verbal communication skills
• Intermediate to advanced level of computer proficiency in Microsoft Office Suite, use of databases, web browsers, budget and file management software, and ability to learn new software and technology