**Please follow instructions for application. We will not respond to applicants who do not e-mail their resume to hello@cognitiverefinery.com. Applications through Indeed are not reviewed. Thanks!**

Job Description: Office Manager

General description:

The Office Manager at The Cognitive Refinery act as the initial point of contact for potential and current clients, as well as other professionals and the public. The role of the Office Manager is also to support therapists in providing a high standard of care for clients in performing administrative duties and ensuring effective office operations.

Required languages:

English

Position hours:

8:30am to 2:00pm (ending time may depend on work volume)

Benefits:

• Starting pay is $20.00/ hour.
• Potential for overtime dependent on work volume.
• Raises dependent on performance evaluations.
• Bonuses possible dependent on company performance and performance evaluations.
• Paid vacation and personal days.

Duties of the position:

• Opening the office each day.
• Creating and maintaining a positive client experience.
• Keeping common and shared areas of the office clean, organized, and welcoming.
• Greeting clients as they arrive and ensuring their comfort as they wait.
• Administrative responsibilities include, but not limited to, answering the phone, checking/replying to emails, scanning and filing documents, receiving and organizing mail, taking inventory of office supplies, light cleaning of office spaces, electronic data entry, etc.
• Scheduling current and new clients.
• Screening new client information to determine appropriate scheduling or referrals.
• Handling of client payments including collecting payments from clients and recording them appropriately in the electronic records system.
• Analyzing and entering insurance payment information into client accounts noting and responding to any errors, rejections, or denials.
• Being knowledgeable about accepted insurance policies and answering client questions about the same.
• Responding to communications with clients, professionals, and the public in a timely and professional manner via phone, email, and other communication methods.
• Facilitating communication between therapists and these individuals with detailed and promptly communicated messages as needed.
• Maintenance of all professional records including entering/scanning all client information and documents into the electronic records keeping system. This will also involve filing any other claims, receipts or documents as needed.
• Represent the business professionally in appearance and in interactions.
• Maintain an organized personal workspace (including digital and electronic storage) and adhere to established office organizational systems.
• Complete required HIPAA training and ensure that HIPAA compliance is in place at all times.
• Supervise the work of Client Care Coordinators.

Skill requirements:

• Must be computer literate and able to operate Microsoft Office Suite and have familiarity with Google Workspace.
• Strong interpersonal and communication skills required.
• Friendly and outgoing personality, comfortable interacting with the public.
• Detail oriented and strong organizational abilities.
• Ability to be sensitive to the needs of mental health clients.

Additional requirements:

• Dependable transportation and valid driver’s license.
• Smart casual wardrobe.

Educational requirements:

• None required, but office and insurance billing related experience preferred.
• On the job training provided.

APPLICATION PROCESS:

Please send a resume to hello@cognitiverefinery.com. If your resume lines up with the needs of the position you will be sent a link to complete a questionnaire. Only candidates who complete the questionnaire will be considered for an interview. We will be looking to make a hire within a couple of weeks. No walk in applicants will be accepted. No phone calls please.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 27.5 per week

Benefits:

• Paid time off

Schedule:

• Monday to Friday
• No weekends

Ability to Relocate:

• Bowling Green, KY 42101: Relocate before starting work (Required)

Work Location: In person