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23-143 Office Manager (Manager 150) - Community Mental Health Services (CMHS) at West Chester University of PA

23-143 Office Manager (Manager 150) - Community Mental Health Services (CMHS)

West Chester University of PA West Chester, PA (Onsite) Full-Time
Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Department of Psychology, Community Mental Health Services (CMHS) invites applications for the position of CMHS Office Manager. Scheduled hours are Monday and Tuesday from 9 AM to 7:15 PM; and Wednesday and Thursday from 7:30 AM to 4:30 PM. The clinic is closed on Fridays.

West Chester University, a member of the Pennsylvania State System of Higher Education, is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

CMHS is a non-profit training center for graduate students and a clinical research facility for faculty affiliated with the WCU Doctor of Psychology (Psy.D.) program. CMHS provides low-cost, high-quality psychotherapy and psychological assessment services for members of the greater West Chester community and WCU employees.

As a key contributor, the Office Manager oversees the daily operation of the CMHS including appointment scheduling and billing; maintaining recordkeeping compliance for federal, state, and local practice regulations; establishing positive working relationships with the campus community including faculty, students, staff, community partners and clients; coordinating and attending fundraising and outreach events; and supporting budget management. This position requires a high degree of privacy and the utmost respect and confidentiality to maintain the rights of clients receiving services.

The ideal candidate will demonstrate office management experience in a mental health or medical practice; experience using electronic health or medical record platforms; strong organizational skills; the ability to work efficiently and independently; and a commitment to diversity, equity, and inclusion.

Responsibilities include:

* Oversee CMHS day to day operation including scheduling, compliance of medical records including electronic medical record (EMR), billing and collection, data entry and processing
* Ensure operation within legal, ethical and federal, state and local regulatory requirements including HIPAA, No Surprises Act and PA Privacy/Confidentiality Practices
* Utilize WCU HIPAA compliant technology including electronic medical record, video-recording system and PsyD Folders
* Ensure all systems are operational and compliant in partnership with WCU IT and vendor IT support
* Monitor chart completion
* Create and maintain chart audit procedure toensure proper documentation and adherence to regulatory requirements and privacy rules
* Create and maintain CMHS policies, manuals, lists, forms, student/supervisor training materials and procedures as needed
* Support CMHS student clinicians and clinician supervisors with administrative and technological issues
* Participate in annual CMHS student orientation for new practicum cohorts
* Provide practicum cohorts access to all clinic technology systems
* Maintain budget-related data systems and monitor revenue and expenses
* Facilitate purchasing under PASSHE and University policy and procedures
* Ensure physical spaces are in working order and request repairs as needed
* Assist CMHS Director to secure grants and donations in partnership with the WCU Foundation
* Coordinate continuing education events and activities including facility planning, registration, fee collection, marketing, monitoring attendance, and assigning continuing education credits to attendees
* Assist CMHS Director with fundraising efforts and events
* Delegate duties and supervise performance of CMHS staff, student workers and graduate students
* Collect and analyze data related to client satisfaction and client outcomes

Minimum Qualifications

* Associate degree
* Two years of office administration experience
* Demonstrated Microsoft Office Suite experience including Outlook, Excel, Word and Adobe products
* Demonstrated knowledge of HIPAA or Privacy Policy related to mental health records or medical records
* Experience working with an electronic medical record program

Preferred Qualifications

* Bachelor's degree
* One year practice manager experience in a multi-provider mental health or a medical setting
* Experience with financial components related to clinic revenue and collections including managing expenses, purchasing and accounts payable
* Preference will be given to candidate's bilingual in English and Spanish

Special Instructions

The salary range for this position is $40,767 to $54,354.

Candidates should apply online at [ Link removed ] - Click here to apply to 23-143 Office Manager (Manager 150) - Community Mental Health Services (CMHS) Electronic application allows for cover letter, resume, and contact information for three professional references (all required for consideration).

Review of applications will begin immediately.

Applicants must successfully complete the interview process to be considered as a finalist.

Developing and sustaining a diverse faculty and staff advances WCU's educational mission and strategic Plan for Excellence. West Chester University is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.

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