The Office Manager will function in a leadership position that will manage the overall operations of the office as well as assist in developing and implementing the vision and strategy for future growth. The office manager will also provide expertise to ensure all clients receive high-quality, efficient care.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, these include but are not limited to the following. Other functions may be assigned, and management retains the right to add or change the duties at any time. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Oversee, ensure accuracy of, and assist as needed with all office functions, including client relations, check-in/check-out, payment collection and entry, scheduling, insurance verification, answering phones and creation/maintenance/release of clients’ paper and electronic health record
Recruits, trains, hires, supervises, and if necessary, terminates administrative and clinical staff in conjunction with Owner
Reviews the practice’s policies and procedures to make recommendations for continued compliance and improved effectiveness/efficiency of systems
Evaluates administrative staff performance and recommends increases, promotions, and disciplinary action in conjunction with Owner
Develops training programs to ensure data entry standardization, accuracy, and integrity as well as adherence to office policies and procedures
Mentors staff to develop skills necessary to improve their abilities
Ensures smooth operations and minimizes wait times, improves cycle time/client waiting time and scheduling efficiency
Acts as client advocate to resolve client inquiries and concerns regarding office functions and services provided. Discusses complex client concerns with Owner, as necessary
Assists administrative staff in resolution of day-to-day operational challenges and seeks feedback from the team on operations
Develops and oversees schedules for support staff to optimize office operational efficiency
Submits electronic claims daily via EHR and follows up as needed for correct claim processing to ensure accurate payments are received
Extract, review, interpret insurance EOB’s, charge information, allowed amounts per fee schedule, insurance benefits related to payment & other related information while assisting to resolve and maintain accurate client account balances
Accurately post insurance payments, write offs, adjustments to client accounts and be familiar with deductibles, co-pays, co-insurance. and out-of-pocket maximums
Perform follow-up with clients and insurance companies to collect unpaid balances to significantly reduce/eliminate overdue outstanding balances owed by insurance companies and/or clients and issue refunds when needed
Reconcile daily charges/collections, make bank deposits, and oversee accurate documentation of client account activity
Conducts office staff meetings with appropriate staff members at sufficient frequency as to maintain optimal communication regarding practice issues, staff concerns, and operation policies
Run payroll reports for all staff, aging reports, therapists' active caseload, therapy notes check, etc.
Assist with enrollment, credentialing, and re-credentialing of clinical staff with insurance companies/EAPs
SKILLS & ABILITIES
Education and Experience: High school diploma or GED equivalent; some college/degree preferred.
5 years office management experience in a behavioral health clinic or other healthcare clinic. 2 years insurance billing & accounts receivable.
Experience in direct oversight and management of providers and staff. Experience promoting a culture of customer service and teamwork.
Computer Skills: Ability to use computers and office software, business office machines, tools, equipment as necessary to perform job duties. Experience in using an EHR system.
Excellent supervisory, interpersonal, organizational, verbal and written communication skills
Attention to detail
Ability to take initiative and problem-solve quickly and efficiently
Ability to represent oneself and the company in a professional manner
Proficient in the use of a personal computer and corresponding programs such as Microsoft Excel, Word, and web-based applications.
Excellent work ethic and dependability
Always maintain the highest levels of confidentiality regarding HIPPA standards
Knowledge of G Suite/applications, Google Calendar, Gmail, Google Docs, etc.
Individual may be required to sit for extended periods of time with occasional standing or walking.
Frequent use of fine motor skills to handle or feel objects, tools, or controls and ability to reach with hands and arms on a regular basis
Intermittently required to lift objects weighing up to 20 pounds
Consistently required to talk, hear, and/or speak
Specific vision abilities required by this job include close vision and the ability to adjust focus along with the ability to read, analyze, and interpret procedures and/or instructions
Some assignments may require ability to have or arrange for dependable means of transportation to other clinic locations, meetings, or community events
Work is performed primarily in office, individual owned and insured vehicles, and outdoor settings, in all weather conditions, including temperature extremes, during day and night shifts. Work is often performed in emergency and stressful situations. The noise level in the work environment is usually quiet in office settings and moderate in other situations.