Office Manager I

OVERVIEW

Manages and performs the administrative office functions of a large agency clinic including the supervision of subordinate clerical staff. Work is performed under regular supervision and is guided by well-established and specific agency policies and procedures, public and private payor guidelines and requirements.

DUTIES AND RESPONSIBILITIES

1. Answers office telephone, screens calls, and provides information.
2. Greets individuals and public visiting the clinic.
3. Makes initial observation and assessment of individuals and makes referrals to appropriate staff, Emergency Services, or other service providers.
4. Conducts financial interviews and appeals, assesses client financial responsibility and explains agency financial policies.
5. Verifies insurance benefits with insurance companies.
6. Validates and enters individual related data from reimbursement and MIS forms, including financial input, payment plan, admissions intake, opening to program, diagnoses, etc. into electronic medical records system.
7. Manages clinic/professional staff appointment calendar(s).
8. Processes and enters or updates admission intake, discharge and substance abuse data.
9. Posts payments to client accounts.
10. Runs cash reports.
11. Researches and responds to individual complaints and questions regarding billing.
12. Prepares individuals' balances and follows up on delinquent account activity.
13. Maintains referral lists and outpatient log books, types and sends letters to individuals on list.
14. Maintains inventory of office and first aid supplies and requisitions as needed.
15. Schedules, conducts and documents fire, tornado, power outage, and other health and safety drills.
16. Picks up, sorts and distributes incoming mail. Posts and delivers to Post Office outgoing mail.
17. Prepares and makes bank deposits.
18. Composes and types routine office correspondence.
19. Prepares CARS and SALS, by entering individuals' appointments into computer and printing.
20. Supervises other office support staff.
21. Leads implementation of office performance objectives.
22. Plans and manages administrative and service work flow.

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of modern office practices, procedures, equipment and secretarial techniques; thorough knowledge of modern office software applications, e.g., Microsoft Office, Word, etc.; thorough knowledge of the operation and use of electronic medical records; thorough knowledge of the terminology common to the program served; thorough knowledge of public and private third party payor guidelines and requirements; considerable knowledge of the correct use of business English, grammar and spelling; some knowledge of basic bookkeeping practices; ability to conduct effective interviews; ability to establish rapport with the individual population; ability to communicate effectively orally and in writing and use correct punctuation, spelling and grammar; ability to type at a rapid rate; ability to establish and maintain effective working relationships with staff of the agency, insurance companies and the public; ability to perform administrative and complex clerical tasks requiring accuracy and attention to detail; ability to file, index, and use cross-referencing methods; ability to prepare and maintain records; ability to safeguard the confidentiality of sensitive information; ability to perform routine arithmetical calculations; ability to understand and carry out oral and written instructions; ability to efficiently use personal computers, facsimiles, printers, and other office machines; ability to function calmly in stressful situations; ability to drive a vehicle.

TYPICAL EDUCATION, TRAINING AND WORK EXPERIENCE

High School Diploma and extensive administrative experience working in a business office and including considerable experience in an office serving the mentally ill, substance abusive and intellectually disabled.

LICENSURE AND CERTIFICATIONS

Valid Virginia Driver's License