Office Manager

2 weeks ago

Harrisburg, United States The BGH Clinic Full time

The BGH Clinic is seeking an Office Manager that has experience with insurance verifications and credentialing, one that provides administrative oversight of the program including assisting support staff, with productivity issues, operational issues, regulatory requirements as well as client and provider relations, as well as maintaining contractor and employee files on site. An office manager who has experience working in behavioral health setting and/or is pursuing therapy license or has one already is ideal for this role.
- Oversees all aspects of day-to-day operations of the program to ensure compliance with regulatory requirements and departmental policies/procedures in coordination with the Program Manager.
- Checks authorizations, Verifies client insurance, execute invoices for client deductibles and co-pays
- Assist with payroll and billing of client services
- Responsible for restocking inventory/office supplies
- Creating and updating H/R staff files and forms
- Conduct scheduling of clients, and assist with preparing and updating client paper files
- Manage office interns and/or assistants
- Assist with administrative paper and forms
- Works with Executive Director to develop, update and maintain all clinical front desk/billing policies and procedures.
- Participates in the planning and implementation of the annual business plan.
- Participates in the system for handling client complaints and adverse incidents.
- Participates in updating of job descriptions as needed
- Oversee orientation of new non-clinical medical staff
- Oversee support staff work schedules, time-off requests, timesheets
- Participate in the development of new policies and procedures; update and maintain existing policies and procedures as needed; ensure medical staff understand and consistently follow all program policies and procedures
- Develop and coordinate efforts for meaningful use
- Participate in planning and implementing the (strategic) plan
- Generate regular reports to monitor data related to utilization of services and productivity (number of visits, number of procedures, provider-specific activity)
- Closely monitor systems between front desk, clinical and administrative staff to ensure operations (scheduling, documentation of eligibility, collection of co-pays/outstanding balances, prior authorizations, charting/documentation of encounters and the claims submissions/reconciliation process) are working to maximize program revenue
- Assists in overseeing the Infection Control program to ensure staff compliance with relevant policies and procedures with a special emphasis on data collection, maintenance of logs and the documentation process
- Assist the corporate compliance officer with the timely completion of QA audits and maintenance of QA files
- Oversees the equipment management process to ensure that all clinical and non-clinical equipment is properly maintained and repaired as needed; ensures that all equipment-related activities are properly documented
- Work collaboratively with clinical staff and the client’s funding sources to obtain initial authorizations for reimbursement for intervention and recovery support services
- Assist with preparing for regulatory visits and accreditation surveys.
- Oversees Information Technology such as trouble shooting equipment and contacting outside contractor when required (Electronic medical record/practice management system)—ensures that all staff are appropriately trained, have the proper security clearances and use the technology correctly
- Oversees the system for managing supplies and inventory; monitors expenses against budget
- Manages the system for handling client complaints and reporting adverse incidents to the Corporate Compliance Officer and Executive Director.
- Other duties as assigned.

Qualifications:

- Must have valid drivers license
- Must have a reliable laptop computer and cell phone
- Has extensive experience organizing resources and establishing priorities
- High school diploma required; associate degree preferred
- Ability to communicate effectively, both verbally and in writing
- Ability to maintain quality, safety and/or infection control standards
- Working knowledge of the operations and administration of a behavioral health clinic
- Knowledge of psychiatric rehabilitation programming and services
- Ability to develop and maintain record-keeping systems
- Knowledge of psychiatric rehabilitation procedures, regulations and standards
- Thorough understanding of front office operations, including reception/registration, scheduling, determination of eligibility, prior authorizations and collection of co-pays/outstanding client balances
- Thorough knowledge of medical insurances and billing operations
- Ability to make effective administrative/procedural decisions and recommendations
- Skill in the use of computers with a Windows-based operating environment Behavioral Qualities
- Able to work effectively at all levels in a collaborative team

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