Office Manager

Description

Location/Program: Outpatient Clinic - Hyannis, MA
Education/Licensure: High School diploma or equivalent (GED); bachelor's degree or relevant certification (ex: CAP, PMP) is a plus
Salary: $29-$34/hr (Education & experience dependent)
Status: Full Time, 40hrs/week
Schedule: M-F 8am-8pm, Saturday 8am-12pm

High Point & Affiliated Organizations is a health and human service agency whose mission is to treat and prevent substance use disorders and mental illness. High Point has programs located throughout southeastern Massachusetts offering a full continuum of care for substance use and mental health treatment, including inpatient, outpatient, residential, and community-based services. Programs and services also assist survivors of abuse, violence, and families experiencing homelessness.

High Point believes that everyone has inherent goodness, worth, and dignity. Our goal is to help individuals and families achieve personal change and improve their quality of life.

• Must always present as courteous and professional
• Must have excellent verbal and written communication skills, including the ability to organize ideas in logical and clear fashion
• Must have the ability to work with others in a cooperative and collaborative manner
• An understanding of the relationship between substance use and mental health issues and/or self-help programs
• An understanding of boundaries and ethics
• Comply with Federal Regulations, 42 CFR Part 2, Substance Abuse Confidentiality Regulations and HIPAA Regulations
• Demonstrates ability to work with the alcoholic/ chemical dependent population as well as the mental health population
• Must have the ability to facilitate educational training programs for the staff
• Participates in the development and annual review of medical policies and procedures
• Excellent analytical and problem-solving skills
• Computer literacy and knowledge of electronic health record
• Good leadership, motivation, training and goal-setting skills
• Organization, multi-tasking, and time management skills

• Assist in the enhancement of professional growth through staff meetings, case conferences, and in-service trainings
• Responsible for continued education in the field of substance abuse, mental health and related courses
• Represent organization in a professional, courteous, non-biased and motivational way
• Act as resource to management/staff regarding department procedures
• Act as liaison / provide assistance to all management / program staff;
• Creates and maintains various documents, databases, forms, and manual filing systems as directed
• Prepare necessary billing reports and makes changes according to policy and procedures;
• Demonstrates behaviors that recognize the rights of patients as defined by the patient rights
• Assist in distribution of all internal and external communications, replying to email, telephone or face to face inquiries timely.
• Monitoring identified billing related reports, note correction workflows, deposit logs, aging reports.
• Effective communication with Site/Program Director of office progress and working with them to improve office operations and procedures
• Scheduling of front Office Staff;
• Schedule meetings (staff meetings, adhoc meetings, etc.) as directed, and communicate with management team / staff when a meeting is scheduled
• Coordinate with the management team to create and review agendas for all program specific meetings
• Attends, takes, maintains and distributes meeting minutes/reports in order to communicate outcomes of meeting to other lead management staff/program support staff promoting better continuous communication within the program;
• Attempt to resolve administrative concerns that may interfere with the day-to-day operation of program;
• Serve as a central contact for ordering and maintaining inventory of approved office supplies and equipment;
  maintain par levels of necessary products
• Cover front end staff during vacations, call outs, staff shortages as well as emergency coverage when needed during posted hours of operation
• Responsible for timely submission of all administrative tasks and completing assigned tasks in a timely, confidential, and accurate manner
• Provides oversite to designated operational staff (front desk, security, drivers, etc.) including recruitment, scheduling, supervision, performance evaluation, key performance indicators, and ensuring adherence to policies and procedures as well as day to day operations.
• Delegates task to receptionist, administrative assistant,…