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Office Manager
3 months ago
The Office Manager is an integral member of Coastal Autism Therapy Center, Inc. and ensures the center runs smoothly, manages staff efficiently, and handles client and staff concerns successfully and professionally. This is a high visibility position, with frequent interactions with the general public, clients and their families and staff, and as such, serves as a general information resource and ambassador to all. The position of Office Manager holds many responsibilities which can be categorized into the following: Organization Management, Operations Management, Ethics Enforcement, Management of Employees, Recruiting New Employees, Payroll Management, Customer Service Management, Onboarding New Clients, Referrals Management, Authorization Management, Schedule Management, Billing Management, Financial Accounts Management, Marketing, Administrative, Professional Development, and Additional Related Job Duties.
**Responsibilities**:
- Possess impeccable organizational skills and be self-driven to achieve goals.
- Work well in a team environment, but direct progress and reprimand when necessary, be willing to invest time in growing relationships that facilitate mutual respect, accurately evaluate practice performance compared to best industry practices, then make changes needed to improve production and efficiency.
- Applicant must be flexible and possess the ability to readily respond to changing needs of the company.
- Act as primary partner for the CEO to ensure all business activities are lead with exceptional presentation, delivery, and follow-up to client care.
- Design and implement office Policies and Procedures and Standard Operating Procedures by establishing standards and procedures; measuring results against standards making necessary adjustments.
- Coordinate with Marketing Company on the organization’s website and social network pages.
- Manage accounts payables and ensuring that all accounts are balanced while maintaining company budget.
- Fulfill medical billing for insurance claims to client’s insurance companies and following up on Accounts Receivable.
- Answering medical billing inquiries and assisting insurance companies and clients on accounts as necessary.
- Retain knowledge and experience with third party medical insurance reimbursement requirements.
- Preserve accuracy of medical billing by ensuring scheduling codes are accurate and ensuring all insurance guidelines have been met.
- Sustain office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing supply requisitions; assigning and monitoring clerical functions.
- Maintenance of client, staff, and center calendar for accuracy and schedule workflow to ensure office is maintaining efficiency.
- Maintain administrative and clinical staff by interviewing, recruiting, selecting, orientating and training new employees ensuring that all new hires have all required documentation on file prior to beginning work.
- Responsible for supervising, scheduling, training and organizing workload of all personnel and volunteers.
- Ensure the center is utilizing efficiency in all resources and maximizing resource capability.
- Utilize excellent customer service skills, establishes and maintains effective working relationships with other customers, employees, officials, and all members of the general public.
- Manage current authorizations to ensure that all clients have valid authorizations on file, all clients have valid referrals and receive required testing per insurance requirements, track authorizations and provide continuous updates for status of each authorization until the authorization is received.
- Respond to public inquiries about the operation of Coastal Autism Therapy Center, Inc. services made in person, by telephone, or through correspondence by only providing approved information as deemed necessary by the CEO.
**Required Education and Experience**:
- Bachelor's Degree in Healthcare Administration or Business Administration required with master's degree preferred from an accredited college or university
- Three (3) to five (5) years of progressively responsible and directly related experience in healthcare business management, clinical services, or related field.
- Experienced in adjusting communications to fit the needs and level of understanding of the receiver.
- Experienced in establishing and maintaining excellent client relationships, exhibit exemplary interpersonal skills and exercise sound judgement and professionalism in business and personal matters.
- Experienced in providing leadership and influence others.
- Experienced in solving problems and identify solutions.
- Experienced in managing patient care environment and patient service delivery systems and knowledge of federal and state rules and regulations regarding billing processes.
- Experienced in enforcing applicable federal, state and local laws and health insurance regulation
