Office Manager
WORK SCHEDULE: Monday through Friday, 8:00AM To 5:00PM (Earlier or later depending on job related duties).
SUMMARY OF POSITION RESPONSIBILITIES: The Office Manager position requires flexibility and knowledge in many areas and ensures that general everyday needs of the office are met.
ESSENTIAL DUTIES:
Schedule all medication evaluations, assessments, and outpatient sessions within appropriate time frames based on acuity (first available)
Call all appointments for reminders 24-48 hours prior to appointment.
Verify insurance eligibility during the referral process for each appointment scheduled.
Fills in required dates and information on the Intake Tracking spreadsheet daily
Run errands as assigned (i.e. going to post office, bank, CPA's office, etc...)
Provide general assistance and support to staff.
Prepare letters, labels, envelopes, documents, reports, etc. as assigned
Monitor the front desk and answer/transfer phone calls. Calls must be answered within 3 rings.
Switch phones to night or weekends, as appropriate.
Files documentation accurately and timely to guarantee ease of document retrieval (utilization of EHR)
Keeps consumer records organized within the EHR
Keeps the supply room neat and organized
Oversee office functions and actively participate in facilitating a positive and professional environment.
Assist in gathering information for any audits or accreditation that Pathways to Life, Inc. is participating in.
Make sure all clients and visitors sign in and are adhering to the Health and Safety protocols
Contact patients to confirm and reschedule no shows (daily). Document contact.
Responsible for taking vital signs for tele-med appointments.
Responsible for obtaining signatures from clients and completing chart side 1 prior to assessment being complete.
Manage uploading and scanning documents into the EHR to correct client record, ensure it is labeled correctly (if applicable)
Responsible for all medical records such as faxing medical records request and managing super shred records (off site storage log)
Manage inventory of office supplies (notify CFO of supply needs via email monthly)
Document all State Department and MCO calls in the call log.
Open and close the building, including straightening the lobby, ensure all lights are on/off, all doors are locked/unlocked, and things are clean and organized.
EHR chart review to ensure demographics are complete.
Complete other assignments as assigned by the supervisor.
LEVEL OF EDUCATION/EXPERIENCE:
1. High School Diploma/GED; AA Degree preferred.
2. Minimum three (3+) plus years of Secretarial/Office Manager experience in a
mental health, or social services environment preferred. Office Manager will have all required company training met within a 30 day period of hire.
3. Have no substantiated findings of abuse or neglect listed on the North Carolina Health
Care Personnel Registry.
4. All facilities or services require that all applicants for employment disclose any criminal
convictions. The impact of this information on a decision regarding employment shall be based upon the offense in relationship to the job for which the applicant is applying.
REQUIRED KNOWLEDGE:
1. Possess a basic knowledge of all office equipment, computers and multi-functioning copy
machines, and a willingness to attend appropriate classes to increase knowledge as needed
2. Respect for the confidentiality of all communications required within job duties, including client/employee records and documents, and electronic transmission by voice,
data, and wire
3. Working cultural knowledge of multicultural/multilingual populations and multi
disciplinary teams
REQUIRED SKILLS:
1. Advanced skills in PC/Word processing/database/spreadsheets systems 2. Advanced skills to produce complex reports and documents 3. Excellent organizational, prioritization, and interpersonal communication skills 4. Excellent verbal and written communication skills 5. Detail oriented
REQUIRED ABILITIES:
1. Ability to apply the concepts of customer service in the workplace 2. Ability to use professional judgment 3. Ability to work independently, with minimal direct supervision 4. Ability to handle multiple tasks and meet critical deadlines 5. Ability to meet short and long-term goals and project deadlines
PHYSICAL DEMANDS: Regularly walk, stand or stoop; occasionally lift, carry, push, pull or otherwise move objects weighing up to 25 pounds; and regularly drive a motor vehicle. Employees must be physically able to complete and maintain NCI-B certification as well as CPR.
WORKING CONDITIONS:
Work is performed in an office, other environmentally controlled room or the community; Work may expose incumbent to contagious or infectious diseases; Work may expose incumbent to dangerous and volatile situations; which could result in bodily injury.