Office Manager


Job title

Office Manager



Status

Non-Exempt OR Exempt

Lines of Authority

This position is supervised by the Program Director. This position supervises all Ancillary staff assigned to them.

Position Summary

The Outpatient Office Manager's purpose is to organize, direct and supervise all functions associated with the operations of the front office of the ChangePoint Integrated Health.

Duties and Responsibilities

1.  Adheres to personnel policy and complies with agency requirements for ethical and professional behavior.

2. Establishes and maintains record keeping and filing system.

3. Monitors that incoming calls and messages are handled promptly and professionally.

4. Monitors that all correspondence moves through the business office efficiently and effectively; informs the Director of any problems, ensures smooth communication between clinics, payers, and the community.

5. Oversees all office supply requests; develops and maintains a system for ordering supplies, repair and maintenance of Company equipment and inventory records.

7. Aggregates legal documents for court processing; obtains, as needed, notarized documents; arranges for timely transport of documents.

8. Generates special reports as directed by the Program Director.

9. Organizes and maintains the clinical records system, including compilation and breakdown of records and forwarding of customer information according to Company policy/procedures.

10. In collaboration with the Program Director and Assistant to the Administrator, monitors preparation for licensing and/or accreditation reviews and record audits.

11. Aggregates and reviews timesheets, credit card receipts, purchase requisitions, store charge receipts, prepares benefit accrual documents, distribute paper checks (if employee is not currently on direct deposit).

12. Oversees and maintains a key distribution system.

13. Participates in quality management and quality improvement activities

Primary Contacts

  • Frequent interaction with personnel and customers.

Position Requisites

Qualifications and Experience

Required:

  • High school diploma/GED
  • Valid Arizona Driver's License
  • Combination of clerical training and experience equivalent to at least one year.
  • Comply with a Drug Free workplace
  • Fingerprint Clearance.

Preferred:

  • Experience or training in clinical records management, clerical or office duties.

Skills/Abilities

Required:

  • Fluent in English both verbally and in writing.
  • Literate.
  • Able to prioritize workload, expedite and organize flow front office work.
  • Able to work in crisis oriented work environment and to effectively employ analytical and problem-solving skills.
  • Computer skills.

Preferred

  • Effective time management skills.
  • Phone courtesy and customer service skills.

 

Working Conditions

Physical Requirements

  • Able to perform physical functions of the job with or without reasonable accommodation as necessary.

  • Able to communicate using auditory, visual, written tools or use other service aides for the completion of the work.

  • Able to visually see a computer screen and various kinds of written documents or use other service aides for the completion of the work.

    Emotional Capabilities

  • Able to work in a setting where there will be patients who are emotionally distressed, in crisis.

    Equipment Operation

  • Able to correctly use office equipment (e.g. copier, PC/word processor, fax machine)

  • Able to employ multi?line telephone system.

    Environmental Conditions

  • Cooled and/or heated office setting

  • Area may be noisy or congested with people on occasion.

     

    Accommodations(s)

  • Will accommodate as appropriate and reasonable.

    Confidentiality Level

    I understand that State and Federal Laws strictly prohibit unauthorized access, use, modification, disclosure, or destruction of confidential, sensitive or protected health information.  Penalties for violation may include disciplinary action, including termination of employment, and/or criminal or civil action.