Office Manager

Catholic Charities offers an array of programs that strive to empower individuals, children and families. Catholic Charities of Buffalo, NY, is the most comprehensive human service provider serving the eight counties of Western New York with dozens of programs at 40+ professionally staffed locations.

We are hiring Full-time (40 hours per week) Clinic Office Manager for our Clinical Services Department with Catholic Charities for our City of Buffalo Clients in the Humboldt Parkway Area.

Catholic Charities of Buffalo Offers:

• 12+ paid holidays for full-time - 6 paid holidays for part-time
• 25 PTO days a year for full-time - prorated for part-time
• Flexible schedules
• Comprehensive health, dental & vision coverage
• Flexible spending accounts
• No cost Employee Assistance Program (EAP)
• 403B Retirement plan with employer contributions
• Training and development opportunities

JOB SUMMARY: The Office Manager is responsible for the front office daily operations to ensure organizational effectiveness and efficiency. Supervises office secretaries. Responsible for implementing and monitoring applicable office procedures. Works closely with the Clinic Supervisor to promote a welcoming, positive workplace and treatment environment.

ESSENTIAL FUNCTIONS:

• Knows and supports the mission and guiding principles of Catholic Charities;
• Support culturally-sensitive, person-centered services with high ethical standards, regulations, and compliance consistent with Catholic Charities, OMH, Insurance and Managed Care Organizations, and other applicable oversight agency policies and procedures.
• Oversees and coordinates all administrative and office functions to ensure maximum efficiency;
• Works independently, utilizing supervision as needed;
• Ensures implementation of established office policies and procedures;
• Maintains familiarity with other clinic admin. support functions and covers for other support staff during lunch, vacation, sick leave, etc.. May be called upon to provide coverage at a related/nearby clinic.
• Works remotely to support clinical staff in the event the physical clinic is closed due to inclement weather or other reason.
  

Staffing/Supervisor Responsibilities:

• Supervises, evaluates and manages the performance of the front office staff.
• Assures that front office is staffed during hours of operation, responsible for coordinating schedules and collaborating with other Office Managers and Supervisors to ensure coverage;
• Collaborates with clinic supervisor to recruit and train front office staff.

Office Environment

• Responsible for general appearance and organization of front office and waiting area. Includes submitting maintenance requests as needed to ensure premises are safe, clean, and welcoming.
• Monitors client activity in the waiting area and maintains general cleanliness of waiting area during operating hours.
• Designs and implements filing systems and ensures filing systems are maintained and current;
• Works with Clinic Supervisor to coordinate all office functions;
• Monitors and maintains office supplies;
• Organizes and maintains supply of paper forms;
• Ensures that the physical space and office equipment remains functional and free of hazards.
• Acts as Site Safety Representative and completes routine safety checklists. Alerts Supervisor to any safety concerns.
• Coordinates building maintenance requests and ensures a safe working environment;
• Assures that all office equipment is functioning properly;
• Coordinates yearly inspections of equipment.

Administrative Support:

• Copies and files paper records and maintains record keeping systems, including maintaining file destruction documentation;
• Reconciles client fees and makes weekly bank deposits;
• Prepares reports, statistics, correspondence, meeting minutes and other materials as directed;
• Attends and records meeting minutes for staff meeting and other meetings as request by the clinic supervisor.
• Responsible for maintaining and sharing minutes as instructed by clinic supervisor.
• Maintains and distributes reports including, but not limited to, utilization review, screened-out and terminated lists, as directed;
• Reviews screened-out and terminated charts for documentation compliance;
• Works closely with billing staff;
• Promptly contacts insurance providers (including Medicaid, Medicare, managed care companies, private insurers) in a timely manner to resolve authorization lapses and problems, including but not limited to client failure to obtain initial authorization;
• Assures that Financial Information Form (FIF) information, insurance cards, referrals, authorizations and outpatient treatment reports (OTR) are appropriately entered into the electronic medical record;
• Assists therapists with re-authorizations upon request;
• Performs all clerical/front office duties as needed;
• Opens and/or closes the clinic on assigned days;
• Greets and checks in clients, vendors and visitors. Promptly notifies professional staff that their client has arrived;
• Verifies client contact information;
• Checks client balances, insurance status, collects and records patient fees and provides receipts;
• Completes data entry tasks, including but not limited to entering clients' demographic and insurance information into electronic medical record;
• Operates the multi-line phone system; receives and routes telephone calls to staff;
• Handles and routes incoming and outgoing mail and faxes;
• Schedules client appointments with therapists and providers;
• Routes clients to appointment locations;
• Contacts labs for test results as requested by clinical staff;
• Assists in completing medication prior authorizations as directed.
• Performs other related duties as assigned;

EDUCATION: High school diploma or general equivalency diploma required.

EXPERIENCE: a minimum of two (2) years of experience working in a mental/behavioral health office setting. At least one (1) year of supervisory experience preferred.

KNOWLEDGE, SKILLS, and ABILITIES:

• Pleasant, professional demeanor and excellent interpersonal skills;
• Excellent planning, organization, and time-management skills.
• Ability to operate multi-line phone system;
• Proficient in computer applications including but not limited to MS Windows and MS Office, and ability to quickly learn new EMR system and other portals/technologies as relevant;
• Strong general knowledge of third party billing, medical office scheduling and related procedures;
• Prior experience working with electronic health records preferred.

SPECIAL REQUIREMENTS:

• Evening hours required. Ability to work flexible hours and provide shift coverage as needed.
• Requires travel - must possess valid NYS driver license and agency-required level of auto insurance coverage and be able to travel as needed within the eight county WNY region.
  
  

Apply today at: ccwny.applicantpro.com/jobs

Catholic Charities offers an array of programs that strive to empower individuals, children and families. Catholic Charities of Buffalo, NY, is the most comprehensive human service provider serving all eight counties of Western New York with dozens of programs at 40+ professionally staffed locations.
Catholic Charities serves more than 150,000 Western New Yorkers each year without regard to age, race, gender or religious affiliation. Catholic Charities programs include comprehensive counseling services for all ages, basic emergency assistance including operating 8 food pantries, mental health services, chemical dependency treatment, educational and job readiness services, services to older adults, marriage counseling, immigration and refugee assistance and a variety of programs that address prevention and treatment of a number of family issues.