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Clinic Operations Supervisor
2 months ago
Salary: $30
Position Title: Office Manager
Department: Clinic Administration
Reporting To: Front/Back Office Management
Supervisory Responsibilities: Office Administration and Support Staff
Position Summary
The Office Manager is tasked with overseeing the daily functions of our clinic, managing administrative responsibilities, and offering support to our team. This role encompasses a variety of administrative duties aimed at ensuring an exceptional experience for patients, clients, and visitors. Responsibilities include managing front office operations, processing insurance authorizations, and scheduling appointments.
The ideal candidate will leverage their organizational skills to effectively manage both office space and time, collaborating with clients and colleagues in a dynamic environment. Excellent verbal and written communication skills are essential.
Ultimately, the Office Manager will support our medical Director, clinicians, therapists, counselors, and other direct care providers, ensuring the smooth operation of day-to-day clinic activities.
Key Responsibilities
- Organize and oversee daily office operations to ensure efficiency.
- Provide administrative assistance to executives as required.
- Maintain employee attendance records.
- Manage and approve employee leave requests and benefits.
- Develop and implement policies and procedures for effective practice management.
- Train administrative staff and monitor their work performance.
- Ensure timely and accurate scheduling, payment recording, and data entry into the EMR system.
- Conduct preliminary interviews and facilitate secondary interviews with the Program Director and/or Clinical Supervisor.
- Ensure compliance with HIPAA, OSHA, labor laws, and other relevant regulations.
- Guide new hires on company processes while managing staff to optimize productivity.
- Monitor employee performance and streamline procedures to reduce costs.
- Assist team members in maintaining professionalism by coaching them on exceptional service delivery.
- Participate in recruitment, training, performance evaluations, promotions, and terminations.
- Manage the BambooHR system for accuracy and compliance.
- Assist with payroll processing and maintain employee records.
- Conduct monthly OIG checks for all employees, contractors, and students.
- Collaborate with Clinical Supervisors and department managers to set and input employee and departmental goals into the BambooHR system.
- Teach employees effective collaboration techniques to achieve service targets.
- Develop and maintain operational guidelines for staff.
- Perform routine maintenance and repairs on office equipment.
- Coordinate with management and medical staff on operational issues and promotional activities.
- Evaluate current operational strategies and suggest improvements.
- Generate operational reports for management as needed.
Quality Assurance and Compliance
- Ensure quality deliverables by identifying gaps, monitoring performance, and implementing necessary changes to protocols and procedures.
- Maintain regulatory compliance and safety by organizing external reviews.
- Conduct incident investigations and document findings for compliance purposes.
- Supervise Office Managers, assign tasks, and mentor administrative staff.
- Ensure compliance with employee and consumer surveys.
- Develop and oversee Quality Assurance Systems in accordance with HIPAA, OSHA, and other regulations.
- Organize office events and manage building renovations.
Front Office Responsibilities
- Address client complaints and inquiries regarding policies and procedures.
- Manage and resolve consumer grievances.
- Welcome and check-in clients at the clinic.
- Update client information in the EMR system.
- Process prior authorizations for medication management.
- Oversee front desk operations and switchboard management.
- Verify authorizations for Nurse Practitioners' clients and facilitate the OMS process as needed.
- Process medical record requests in compliance with HIPAA regulations.
- Manage the client intake process from referral to assignment.
- Schedule appointments for therapists and doctors.
- Support the Program Director's office as necessary.
- Make reminder calls to clients for their appointments.
- Review and complete billing codes on doctors' invoices for the billing department.
- Coordinate office events and distribute employee paychecks.
- Handle incoming and outgoing communications and administrative tasks.
- Participate in training and professional development activities as required.
- Perform data entry and processing tasks.
- Provide educational materials to patients.
- Support doctors and therapists in their duties.
- Process and submit insurance claims.
- Maintain a conducive working environment.
- Perform other duties as assigned.
Competencies Required
- Strong communication skills.
- Problem-solving and analytical abilities.
- Empathy and professionalism.
- Proficient documentation skills.
Supervisory Responsibilities
This role may involve supervising Medical Office Coordinators, Administrative Assistants, and Transportation Specialists.
Work Environment
This position operates in an office setting and may require occasional community engagement, including visits to clients' homes. The role necessitates the routine use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Position Type/Expected Hours of Work
This is a full-time position. This position regularly requires long hours and some weekend work as necessary from time to time.
Travel
Travel is primarily local during the business day and this role may require transporting clients in personal transportation.
Required Education and Experience
Education: Minimum of a bachelor's degree in Rehabilitation, Social Work, Psychology, or a related field from an accredited institution.
Experience: Proven experience as an Office Manager in a healthcare setting, preferably in behavioral health, or in a similar role.
At least three years of experience in an administrative capacity.
Familiarity with relevant healthcare regulations and compliance standards.
Proficient in using phone systems, copiers, printers, and other office equipment.
Strong organizational skills with the ability to prioritize tasks effectively.
Experience in team management and supervision.
Knowledge of medical office management is a plus.
Familiarity with QuickBooks or other accounting software is preferred in a medical office.
Additional Qualifications
- Excellent interpersonal skills, with the ability to collaborate with a dynamic leadership team.
- Demonstrate integrity, credibility, and commitment to the corporate mission.
- Flexible and able to multitask; capable of working in a fast-paced environment while driving toward clarity and solutions.
- Exhibit a high level of integrity, patience, compassion, and professionalism in dealing with sensitive situations related to consumer care.
AAP/EEO Statement
Renewing Me Behavioral Health Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. This job description is not exhaustive, and the post holder is expected to be flexible. Any changes will only be made following a discussion with the post holder.
