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Office Manager

Office Manager

Job Description

The Office Manager is responsible for the functional duties of the administrative support department and is also responsible for coordinating the daily treatment center’s operational needs under the direction of the Program Director.  The Office Manager also supervises the daily activities of the administrative support team and also provides the oversight necessary to effectively maintain accurate patient and petty cash accounting records.  The Office Manager may also supervise Facility Maintenance and Security Guard positions.

Summary of Essential Job Functions:

Professional Development

  • Responsible for the achievement of assigned specific annual goals and objectives

Training

  • Participate in all trainings as required by federal, state, local and accrediting agencies.

Duties and Responsibilities

  • Supervise all administrative support team members
  • Validate patient participation in program through identification verification
  • Check patient’s monetary status
  • Collect and account for patient payments
  • Prepare bank deposits
  • Run work-related errands as needed such as prepare and take mail to post office and/or deliver bank deposits
  • Assist patients in completing insurance forms for submission as needed
  • Ability to perform daily accounting duties
  • Use computer programs efficiently
  • Assist in interviewing and evaluating applicants for administrative support team members
  • Supervise the orientation and training of new administrative support team members
  • Provide written input into the performance evaluations of administrative support team
  • Responsible for providing recommendations regarding hiring, transferring, promoting, demoting and terminating team members directly under his/her supervision
  • Complete weekly reports and email them to the COO, Regional Director, Program Director, and corporate accounting department
  • Ability to efficiently use the treatment center’s computer program for patient fee collection and financial accountability, to include running and analyzing key management reports
  • Send out monthly statements if applicable
  • Filing for third party reimbursement (i.e. Medicaid) if applicable
  • Perform general clerical work and filing
  • Order and maintain sufficient inventory of general office supplies
  • Cover reception desk during dispensing hours.  This includes answering phones, setting patient appointments and scheduling intakes
  • Admit and discharge patients from the Central Registry if assigned by Program Director
  • Assist Program Director with updating daily and monthly census forms
  • Make copies for all team members as needed
  • Make and maintain an adequate number of blank charts for intakes
  • Assist Program Director in correcting patient/counselor caseload listings on a weekly basis or as needed
  • Create and/or type documents, including letters and notices, as needed and requested
  • Schedule patient appointments with the Medical Director and/or Nurse Practitioner
  • Advise Program Director of problems encountered with job duties and schedule
  • Maintain a chart monitoring/audit system and compliance tracking reports
  • Attend conferences, meetings and training programs as directed
  • Attend weekly treatment team meetings prepared to discuss individual patient issues as related to the Office Manager duties
  • Hold a basic understanding of alcohol/drug abuse and addiction - specifically Opioid Maintenance Treatment
  • Develop professional, helpful and effective relationships with team members and patients
  • Be able to function as a team member, working in conjunction with all other team members in a helpful, positive manner
  • Be able to project a positive and professional image to the community
  • Participate in and/or help perform, schedule, or attend monthly  in-service trainings
  • Help ensure the treatment center meets all accreditation standards, and complete assigned activities in order to achieve this
  • Ensure administrative support team members participate in all required new hire and annual trainings
  • Engage in outreach activities, which may include writing letters and making follow-up calls to community agencies
  • Maintain the highest level of confidentiality and appropriate boundaries with patients
  • Meet BHG attendance standards and be present and ready for work at the beginning of their established work schedule
  • Report any work-related injury or illness, or workplace hazards or security issues immediately to Chief Operating Officer, Regional Director, or Human Resources
  • Department as applicable and ensure documentation is completed in a timely manner
  • Develop work schedule for administrative support employees to ensure adequate coverage
  • Responsible for managing time off requests, schedule adherence, timekeeping, and timecard approval for the administrative support department
  • Other duties as assigned by supervisor

Regulatory

  • Responsible for complying with all federal, state and local regulatory agency requirements
  • Responsible for complying with all accrediting agency requirements

Job Requirements

Minimum Requirements
The ideal candidate must have a minimum of a high school diploma or equivalent and have three (3) years experience as a general office clerk and a minimum of one (1) year experience as an office manager or business manager.  Must hold and maintain a valid driver’s license.  In addition to meeting the qualifications, the ideal candidate will embody the following characteristics and possess the knowledge, skills and abilities listed below:

  • High integrity
  • Ability to maintain and communicate broader perspective to subordinates
  • Capable of effectively delivering positive and negative feedback to subordinates
  • Excellent verbal and written communication skills
  • Sound judgment
  • Efficient
  • Self-starter
  • Strong customer service and interpersonal communication skills
  • Knowledge of basic accounting and accounts receivable
  • Accurate data entry skills with knowledge of basic keyboarding 
  • Professional and courteous telephone skills
  • Ability to file numerically and alphabetically
  • Knowledge of confidentiality and release of information
  • Ability to work independently and under pressure handling multiple tasks simultaneously
  • Ability and willingness to collect monies from patients
  • Ability to enforce treatment center policies with regard to fee collection
  • Ability to train team members
  • Must be able to react quickly
  • Knowledge of basic computer/word processing skills
  • Knowledge and skill in the use of typical office equipment such as calculator, fax machine, copier, computer, telephone, postage meter, scales, scanner and computer programs

Physical Requirements and Working Conditions

  • Speaking and hearing ability sufficient to communicate effectively by phone or in person at normal volumes.
  • Vision adequate to read correspondence, computer screen, forms, etc.
  • Prolonged sitting, some bending, stooping and stretching
  • Manual dexterity sufficient to operate keyboard, copier, telephone, calculator and the ability to write phone messages and receipts
  • Variable workload, periodic high stress and activity level
  • Standard medical office conditions and environments
  • Interactions with patients who may be ill, have infectious diseases, have mental health diagnoses and/or are involved in the criminal justice system

Job Snapshot

Employment Type Full-Time
Job Type Customer Service, Management, Admin - Clerical
Education High School
Experience At least 3 year(s)
Manages Others Not Specified
Industry Healthcare - Health Services
Required Travel Not Specified
Job ID OFMG.2
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Office Manager


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