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Recovery Operations Manager

5 months ago

Costa Mesa, United States Pacific Neuropsychiatric Specialists Inc Full time
Job DescriptionJob DescriptionBenefits:
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Job Summary: PNS is seeking a highly organized and proactive operations manager to oversee the daily operations of its Facility and Recovery Support Department. The ideal candidate must possess excellent communication skills, strong leadership qualities, and a keen eye for detail. This department handles communication and operations with contracted Drug & Alcohol and Primary Mental Health treatment centers.

Responsibilities:

Administrative Supervision: Directly supervise recovery support specialist staff, and oversee provider communication between staff members and contracted facilities. Provide guidance, support, and training as needed.

Department Operations Management: Lead day-to-day department operations to guarantee maximum efficiency and productivity. Ensure processes and procedures are adhered to by recovery support specialist staff and providers working within the department. Collaborate with the direct manager to devise and execute policies and procedures aimed at optimizing workflows and enhancing processes.

Calendar and Schedule Management: Organize and coordinate meetings, and conferences between department leads and facility management. Arrange logistics, catering, and accommodations as necessary.

Communication Oversight: Serve as a central point of contact for internal and external communications. Monitor and provide support for staff in managing group emails, messaging threads, customer service and phone etiquette.

Billing Oversight: Oversight in the development and monitoring of billing, reporting, and reconciliation.

Employee Management: Assist with recruitment, onboarding, and training of new employees. Maintain employee records, including attendance, timesheets, and performance reviews.

Customer Service and Quality Control: Ensure a high level of customer service and satisfaction by addressing inquiries, concerns, and complaints in a prompt and professional manner. Collaborate with direct manager to implement quality control measures and improve processes to meet or exceed customer expectations.

Adherence to PNS policies: Ensure compliance and adherence to company policies. Implement measures to maintain a safe and secure work environment for all employees.

Daily Operations include but are not limited to:

  • Monitor and enforce response cutoff times between PNS providers and contracted facilities via messaging platforms and emails.
  • Maintain open communication with medical providers and provide support as needed.
  • Address high-priority emails and messages immediately upon receipt, including peer-to-peer reviews, medication prior authorizations, and in-person appointment requests.
  • Ensure voicemails are addressed within 24 business hours.
  • Ensure each facility and designated medical provider adheres to their respective appointment blocks.
  • Provide and track monthly census reporting.
  • Manage alumni appointment scheduling.
  • Coordinate in-person client appointments.
  • Track alumni appointments, same-day appointments, no-shows, clients on scholarship, and billing counts for each facility.
  • Handle medication prior authorizations
  • Coordinate medication sample pick-up as approved by medical providers.
  • Enter procedures into the facilitys EMR system.
  • Facilitate onboarding of new facility accounts.
  • Assist, train, and guide staff and facilities with administrative tasks, including; uploading laboratory reports, client-related letters, medication enrollment forms, SDI filing, FMLA paperwork, referral forms, and entering medication orders. Create and link PNS templates (e.g., consent forms, psychiatric evaluation templates, medication standing orders) in the facilitys EMR system.
  • Facilitate peer-to-peer reviews between providers and insurance companies.
  • Making appropriate schedule changes for coverage and communicate to all parties involved promptly.
  • Maintain communication with pharmaceutical representatives regarding prescribed products.
  • Ensure facilities have access to lab portals for testing.
  • Verify daily sign-offs by providers on orders and evaluation notes.
  • Track uninsured clients.
  • Track billable psychiatric evaluations and reconcile them.
  • Ensure proper information is obtained for proper and effective billing.

Knowledge, Skills, and Abilities

  • Must be friendly, outgoing, and people-oriented.
  • Excellent communication skills, both written and oral.
  • Telephone, smartphone, and computer skills.
  • Must be able to prioritize multiple tasks at once, and deal with high levels of stress in an environment of changing priorities.
  • Must be able to interact with all levels of staffing professionally.
  • Ability to work with little or no supervision.
Education and Requirements

  • High School Diploma required. College or college-equivalent education is preferred.
  • Proven experience in office management.
  • Excellent organizational and time management skills.
  • Strong management and interpersonal abilities.
  • Proficiency in Microsoft Office, Word, Excel, Google Suite and office management software.
  • Ability to multitask and prioritize tasks effectively.
  • Attention to detail and problem-solving skills.
  • Ability to thrive in a fast-paced environment, adept at maintaining composure and delivering results amidst high-pressure situations.
  • Mental Health and/or Addiction Medicine experience preferred.
  • Provide coverage for recovery support specialist staff during their absence.
Location


  • Costa Mesa/Irvine CA
  • Local traveling as needed required
Languages

  • English
Working conditions:

  • Works in a typical office setting.
  • Frequent typing and viewing of computer screens.
  • Frequent use of machines, such as computers, copiers, fax machines, scanners, and telephones.
  • Frequent hearing, listening, and speaking in person.
  • Occasionally required to stand, walk, reach with hands and arms, stoop, or bend.
Compensation and Benefits:

  • PNS offers a competitive compensation package including; medical, dental, vision, and paid time off.
  • Hourly rate based on skill, experience, and tenure of your profession.