Office Supervisor

Office Supervisor - OTP

Acts as a Liaison between the offices of Western Indiana Recovery Services, main center’s business office, and local support staff. Manages the front-office staff personnel and operations. Analyze Methasoft reports, synthesize information from counselors, business office, and Program Director and compare to reports. Track business office write-offs, and correct omissions and errors in billing.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must successfully complete OTP training.
• Supervises front office staff.
• Works without daily and immediate supervision and makes decisions autonomously.
• Delegates and follows-up on administrative, billing, and clerical responsibilities.
• Assures adequate administrative and clerical coverage for the office.
• Coordinates billing issues with referral sources and third‑party payors.
• Analyzes adjustment reports for billing errors and unnecessary adjustments.
• Contacts appropriate internal staff and notifies payor sources to arrange for appropriate billing.
• Works closely with the Fiscal Services, counselors, insurance companies, and the consumers to guarantee proper billing and good service.
• Maintains awareness of all center‑billing codes, procedures, billing practices and confidential laws.
• Demonstrates competent use of EMR and the ability to assist staff in using the EMR, utilization of reports to pinpoint and address errors, and provide on‑site training to staff.
• Ensures all relevant information is communicated to support staff and implemented as instructed.
• Ensures medical record information is correct, current, and accurate.
• Ensures consumer and HCI information is secured and kept confidential.
• Ensures that safety procedures are followed, and corrective action taken.
• Ensures office equipment is functioning properly.
• Runs weekly and monthly reports and examines for errors, making appropriate corrections, and reviewing accounts for collections.
• Completes initial/continuing authorizations for managed care companies.
• Ensures that all Medicaid priors are completed by their deadline by assessing which are due and assigning paperwork preparation to support staff. Responsible for all tracking and notifying Program Director and/or Clinical Supervisor of any uncompleted by counselors.
• Handles all aspects of "Managed Care" from the initial call for benefits to making sure services are authorized and tracked. As well as, taking care of all problems with insurance that may arise.
• Participates in training, in‑services and special activities as required or assigned.
• Performs back‑up support staff duties when regular support staff are absent.
• Performs other duties as assigned.

Carries out supervisory responsibilities in accordance with Hamilton Center’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

• Direct supervision of support staff duties, including training of new employees, assessment, and delegation of daily tasks, problem‑solving for challenging situations encountered by support staff, update and report support staff issues to manager.

• High School diploma required.
• Good basic skills: office/clerical, math, written and oral communications.
• Ability to use office equipment: i.e., computer, calculator, copy machine, etc.
• Attention to detail and accuracy.
• Excellent customer service skills.
• Skills in Microsoft Office (Word, Excel, Access) data entry/retrieval.
• Ability to learn HCI’s computer billing system.
• Knowledge of Managed Care.
• Willingness to use personal transportation in work.

• Maintain current American Red Cross CPR/First Aid Certification.
• Valid Driver’s License in accordance with HCI motor vehicle policy.