Office Manager (ID051

This position is responsible for the day-to-day operation and oversight of all services delivered from the respective outpatient center. The incumbent of this position is responsible for overseeing, coordinating and performing administrative and clerical support services for the location.

This job description is based upon an evaluation of agency requirements at the time this description was written. This job description will change as the position is developed further, or in response to organizational or technological changes.

MAJOR DUTIES AND RESPONSIBILIES:

• Provides training and supervision to other clerical staff members and conducts performance appraisals.
• Serves as the on-site administrative resource for clinical staff, providing staff orientation to local program’s operational procedures.
• Oversees the center’s automated accounts receivable system. This involves checking and verifying charges and deposit totals. Collects fees assessed by the Agency and posts charges and receipts from billing logs if needed.
• Keeps abreast of current reimbursement and managed care procedures, policies, and changes through consultation with the Reimbursement Manager; provides information to clinical and clerical staff regarding reimbursement, managed care, and billing functions.
• Monitors service activity, appointment schedules, and accounts receivable reports in Credible to ensure that services and financial records are accurate and billing is completed timely.
• Maintains incoming check log for all mail receipts, ensuring payments are posted in a timely manner.
• Ensures that monthly billing for all insurance, Medicaid and Medicare services are completed and follows up on all pending, denied, or unpaid claims as necessary.
• Maintains petty cash, change, and stamp funds or accounts.
• Reviews all program accounts and records monthly for accuracy of application of credit, past due accounts, financial dates, spend downs, billing ledger activity, administrative forms, and integrity of other data collection.
• Monitors program’s medication only clients for case closings.
• Requisition s office supplies and equipment and maintains site inventory for the center. Works with the Procurement Specialist in obtaining office supplies, equipment, and maintenance services.
• Reviews accounts payable documents for accuracy and timely submission to the administrative office for payment.
• Processes leave and time sheets for staff at site on a monthly basis, calculating leave balances, maintaining a leave log, and forwarding leave balances, Leave Without Pay (LWOP) information, and timesheets to the Payroll Specialist in a timely manner.
• Oversees the submission of appropriate management information system data to the administrative office.
• Ensures that necessary forms for outside Agency service contracts are completed as necessary for billing services, that the authorized amount of service hours are in compliance, and that billing is done in a timely manner.
• Oversees maintenance of center’s filing systems and scanning of medical records in accordance with Agency and State policies and procedures.
• Conducts financial interviews with clients as necessary and updates financial contracts for active clients yearly per Agency fee policy.
• Submits fee reports to the Reimbursement Manager, as needed.
• Makes daily bank deposits for the center.
• Attends job-related training and meetings, as required.
• Monitors, maintains, and inspects site’s security and alarm systems and conducts fire drills and safety inspections per Agency policies. Issues and maintains Agency keys and inventory.
• Oversees maintenance of the center’s office equipment and telephone system and assists staff with basic computer issues when IT staff isn’t available.
• Coordinates medical staff schedules as directed in order to be responsive to individual and system needs.
• Oversees the space utilization, general maintenance, upkeep, and repair of the center facility and assigned vehicles in conjunction with other appropriate staff in order to ensure the general health and safety of both staff and clients.
• Prepares reports or summaries to keep staff, management, the board of directors, the Department of Behavioral…