Office Manager - Outpatient Services

Overview

The Interfaith Medical Center Outpatient Behavioral Health Clinics currently provide exceptional care to over 1000 patients. There are 40 clinicians—some of whom provide clinical supervision—Psychiatrists, Psychiatry Residents, Psychiatric Nurse Practitioners, Social Workers, Psychologists, and trainees. The Center for Mental Health, Behavioral Health Program-Adult and Intensive Outpatient Clinics receive grants from SAMHSA and DSRIP. The Office Manager/Administrative Assistant is a full‑time employee who oversees the outpatient behavioral health clinics to ensure that operations run smoothly, supplies are provided on time, patient concerns are addressed promptly, and the administrative, clinical, training, and financial needs of the department are met.

This dual position involves assisting the Program Administrator with chart reviews and clinic reports to ensure adherence to Quality Assurance, Utilization Review, Internal Audit, and external regulatory requirements. The role also ensures that the training requirements of Psychiatry Residents and Psychiatric Nurse Practitioner trainees are met by working closely with the Director of the Outpatient Department and supervising psychiatrists.

• Ensure confidentiality of medical records.
• Ensure patients are interviewed and seen expeditiously.
• Ensure timely processing and verification of financial and demographic information.
• Provide front desk coverage as needed (registration, scheduling, insurance verification, etc.).
• Act as a liaison, communicating with clinicians, patient access, admitting office, case management, satellite clinics, and medical records.
• Prepare payroll and maintain timesheet records for each employee.
• Train and evaluate performance of outpatient employees.
• Plan staff schedules for in‑service training, educational program updates, and mandatory classes.
• Promote a professional environment that fosters and maintains positive work relationships.
• Maintain confidentiality in compliance with HIPAA rules and regulations.
• Perform other related duties as requested or assigned that are essential to the overall operations of the department or hospital.
• Update and manage payroll for all CMH clinicians; ensure sick calls are forwarded to PBAs so patients are contacted and rescheduled in a timely manner.
• Ensure coverage at the front desk when PBAs call out, are sick, or are on vacation/time off.
• Correct wrong or incorrect scheduling (e.g., patients inadvertently scheduled on Sundays or holidays).
• Correct errors in scheduling of patients—especially for MDs and NPs.
• Notify patients of scheduling changes.
• Notify clinic staff/administrators of clinician/PBA emergencies.
• Work with the clinical team to ensure infection control standards are adhered to.
• Ensure clinics are clean and that repairs are conducted in a timely manner.
• Prepare the agenda for CMH staff meetings.
• Prepare the minutes of CMH staff meetings.
• Ensure charts are prepared for utilization review.
• Attend CMH staff meetings and take notes.
• Send reminders to CMH staff regarding upcoming meetings.
• Coordinate training for all CMH staff.
• Order office supplies, replace them, and provide to staff as needed (chairs, pens, tape, paper, folders, envelopes, staplers).
• Assist with clerical functions—faxing, copying, scanning—which are critical to clinic operations.
• Assist with pediatric patients who need supervision when a parent is being interviewed by a clinician.
• Coordinate metrocard distribution for patients.
• Assist with processing prior authorizations for medications and procedures ordered by physicians and psychiatric nurse practitioners.
• Organize office operations and procedures, such as clerical, bookkeeping, payroll correspondence, filing, requisition of supplies, and other clerical services.
• Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Act as receptionist for visitors to the office.
• Answer phone and keep a record of all calls; provide general information about departmental services.
• Record and track departmental information and data on computer and organize departmental files.
• Prepare reports for the department head as requested and…