Office Manager

5 days ago


Johnstown, Pennsylvania, United States Alternative Community Resource Programs Inc Full time
Job Summary

The Office Manager will oversee the general administrative function and activities of the office. This position requires the ability to work independently, exercise judgment, manage the clerical team, and take initiative.

Key Responsibilities
  • Answer telephones and direct calls to appropriate staff.
  • Assist in covering call-offs and employee absences, including filling open appointments immediately.
  • Attend treatment teams, take notes, and maintain medical binders/documentation.
  • Collaborate with satellite offices in relation to client needs.
  • Communicate canceled appointments and make necessary correspondence.
  • Create a weekly schedule for intake appointments.
  • Complete EVS/insurance checks for clients.
  • Ensure client calls are answered, assisting the Outpatient Director, Medical Supervisor, and Clerical staff as an overflow.
  • Compile and record medical charts, reports/histories, and medical records.
  • Identify, recruit, and screen potential employees for position openings at assigned locations.
  • Input necessary information from all psychiatric discharges.
  • Scan and attach appropriate interviews and pre-screens for patients to ensure completion and updated documentation is accurate.
  • Responsible for reviewing and sending office mail, faxes, and call-off notifications.
  • Maintain medical records, technical library, and correspondence of files.
  • Operate office equipment and order supplies as needed.
  • Oversee clerical staff at assigned office location.
  • Prepare, complete, and communicate necessary information to office staff.
  • Provide training for new and current staff.
  • Provide warm and informative customer service.
  • Schedule and confirm patient appointments, insurance information, and medical consultations.
Requirements
  • Possess a High School Diploma or High School General Equivalency Diploma and at least three years of administrative and clerical experience.
  • Possess an Associate's degree in office administration or another closely related field and at least one year of administrative and clerical experience.
Skills and Abilities
  • Ability to organize and prioritize tasks, including delegation of tasks when appropriate.
  • Ability to type at least 40 words per minute.
  • Ability to work in a team and complete assigned tasks.
  • Analytical/problem-solving skills.
  • Collect, analyze, and interpret data from various sources.
  • Detail-oriented with good organizational skills and administrative abilities.
  • Excellent time management skills with proven ability to meet deadlines.
  • Exceptional communication skills, both written and verbal.
  • Extremely proficient with Microsoft Office Suite.
  • Knowledge of, or the ability to acquire familiarity with the roles and function of the assigned department.
  • Knowledge of, or the ability to comply with the State Mental Health Code.
  • Knowledge of applicable Federal and State laws pertaining to the protection of medical information.
Physical Requirements
  • Prolonged periods of sitting at a desk and working on a computer.
  • Prolonged periods of standing and moving.
  • Must be able to lift up to 15 pounds at a time unassisted.
Clearances and Documentation
  • Must possess a valid driver's license and have access to reliable transportation.
  • Act 31/Act 126 Mandated Reporter Training.
  • Act 34 Pennsylvania State Police Background Check - Criminal History.
  • Act 114 Department of Human Services FBI Fingerprints.
  • Act 33 Pennsylvania Child Abuse History.
Benefits
  • Eligible for Medical, Dental, and Vision insurance (60-day waiting period).
  • Eligible to participate in the 403(B)-retirement plan.
  • Eligible for PTO accrual.
  • Eligible for paid holidays.

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