Administrative Supervisor for Outpatient Services

3 weeks ago

Baton Rouge, Louisiana, United States Apollo Behavioral Health Hospital Full time
Job Overview

Office Manager for Outpatient Facility


The Office Manager plays a pivotal role in orchestrating and streamlining service delivery within the program. This position is accountable for upholding professional standards and developing as well as executing policies and procedures. The Office Manager will provide administrative oversight to program personnel, ensuring adherence to established guidelines and timely completion of care documentation.


Key Responsibilities include, but are not limited to:


  1. Establishing and managing the quality assurance program for outpatient services.
  2. Monitoring and enhancing the quality of services delivered.
  3. Overseeing and improving the quality of documentation practices.
  4. Ensuring facility compliance and presenting reports during monthly and quarterly QAPI meetings.
  5. Supervising medical records QAPI and providing updates in QAPI meetings.
  6. Participating in monthly and quarterly QAPI meetings.
  7. Attending Flash meetings and Staffing meetings, formulating action plans, and ensuring their implementation and follow-up.
  8. Overseeing staff compliance with medical records documentation and logistics, creating and executing action plans as necessary.
  9. Assisting in the rollout of the Utilization Review program at the outpatient facility.
    1. Reviewing adult psychiatric services patient records against established utilization review standards to ensure compliance with medical eligibility criteria.
    2. Conducting continued stay reviews based on patient diagnosis and established criteria.
    3. Performing authorization and certification reviews, submitting requests to insurance providers for inpatient mental health authorization.
    4. Executing concurrent reviews to secure approval for medically necessary treatments or services, ensuring timely and cost-effective patient care.
    5. Submitting retrospective review appeals to insurance companies regarding denials when applicable.
    6. Maintaining a record of noncompliance and sharing this information with professional staff for further coordination during daily Flash meetings.
    7. Collecting and compiling statistical data related to reviews.

  1. Reviewing packets for criteria and updating intake logs.
  2. Creating new medical records folders and verifying patient details.
  3. Updating the electronic master patient index file as patients are admitted and discharged.
  4. Locating and signing out medical records for patients readmitted to inpatient care.
  5. Obtaining verification of record receipt.
  6. Retrieving current records of discharged patients and returning them to the medical records department for processing.
  7. Locating and retrieving medical records for various reviews and studies.
  8. Maintaining inventory of medical records supplies.
  9. Overseeing the Master Forms Binder.
  10. Reviewing closed medical records for discrepancies and ensuring necessary corrections are made. Maintaining an accurate log of incomplete charts and notifying the Administrator of any outstanding issues monthly.
  11. Assigning appropriate diagnostic codes using CPT and ICD-10 for diagnoses.
  12. Documenting additional required data items such as attending physician, number of consultations, and referral sources.
  13. Requesting missing diagnoses from physicians when not recorded at discharge.

Education and Experience Requirements:


A Bachelor's degree or equivalent from an accredited institution is required, along with a minimum of 2 years of experience in Office Management or Medical Records within the healthcare sector.

Benefits:

Apollo Behavioral Health Hospital offers a competitive salary, comprehensive health benefits including dental, vision, and life insurance, optional employer-provided benefits, a 401(k) retirement plan with profit-sharing, paid time off, and a commitment to supporting employee work-life balance.

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