Health and Wellness Office Manager

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Job Type

Full-time

Description

Summary: The Office Manager will support the Health and Wellness Department's daily administrative and operational functions. Serving as the primary point of contact for students, families, faculty, and staff, this role will ensure efficient coordination of medical records, student insurance plans, billing and invoicing, appointment scheduling, and regulatory compliance. The Office Manager will work closely with the Director of Nursing, Medical Director, and school administrative offices to maintain accurate documentation, support student health registration processes, manage vendor relationships, and facilitate effective communication within the Lawrenceville community.

This position will require strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a confidential medical environment.

Essential Duties & Responsibilities:

• Serve as the professional face of the Health Center. Greet all incoming parents and students, answer telephones and take messages professionally and serve as a delegate for Health Center communication within the Lawrenceville community. Provide general support to students, staff, faculty, parents and co-workers.
• Coordinate and audit medical records. Scan records as received to ensure complete and accurate medical records. Organize and archive medical records. Provide archived records as requested.
• Coordinate and communicate with parents to ensure Registration documentation is complete. Provide parents with IT support and portal assistance as requested.
• Communicate with Medicat as needed to develop, troubleshoot, and reset registration forms and parent portals. Work closely with the Director of Nursing on Medicat design and programming.
• Coordinate the Student Insurance Plans. Scan copies into all charts, distribute cards to students, and answer any questions parents may have regarding plan options, coverage, and payments. Submit and process insurance claims.
• Complete referrals for specialists and ensure appointments are scheduled in a timely manner. Complete any pre-authorizations that may accompany the appointment.
• Audit, organize, and maintain Invoices. Work closely with Finance to ensure Invoices are paid to the appropriate accounts and on time. Work closely with Finance and Medicat to ensure accurate student billing and reporting.
• Work with Financial Aid office and Finance to make adjustments for financial aid students as needed. Maintain confidentiality with financial aid documentation.
• Order supplies and maintain inventory. Communicate with parents and schedule rides.
• Provide general administrative support to Medical Director, Nurse Practitioner/ Physician Assistant, Nurses, X-Ray technician, and counselors.
• Maintain a schedule of student appointments and ensure a driver is available.
• Order and maintain all office supplies and machinery within budget. Schedule maintenance as needed for Health Center facilities and office equipment.
• Interface with IT to plan data integration with student information database and Medicat.
• Manage the summer medical registration process and program, and coordinate facility projects at the Health Center. (Requires extensive summer hours).
• Schedule and coordinate the use of conference rooms for meetings and testing.
• Manage contracts with office vendors and service providers.
• Maintain confidentiality per HIPAA guidelines
• Perform other duties as assigned

Requirements

• Associate Degree or a combination of experience and education
• 2 to 3 years of experience in a medical office
• Experience with Student Medical Databases;
  Medicat experience preferred.
• Experience with Student Information systems.
• Highly organized and able to multitask.
• Ability to self-direct in tasks listed above.
• Must be able to communicate well with faculty, students, and parents.
• Ability to work inter-departmentally and with a budget.
• Proficient in Microsoft Office and Google products

Work Characteristics and Physical Demands:

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable…