Office Manager

JOB SUMMARY

The Office Manager is responsible for overseeing office needs, client medical records, paperwork flow, and clerical support for all Departments. This position reports directly to the General Manager.

JOB SPECIFICATIONS

• High school diploma or equivalent required.
• Previous experience in the healthcare industry is preferred.
• Must be able to type at least 60 wpm and be able to take dictation.
• Must have excellent communication skills, verbally and in writing.
• Should have advanced computer skills and be familiar with most business software applications.
• Be familiar with HIPAA guidelines and confidentiality rules and regulations for medical records and Human Resources information.
• Must have valid driver’s license and reliable transportation.
• Ability to develop and maintain positive working relationships with staff and community partners and referral sources.

ESSENTIAL FUNCTIONS

• Establish and maintain relationships among clients, families, and the ACH team.
• Oversee secretarial, clerk, and reception positions, and assist with duties as needed to ensure smooth processes, accuracy, compliance, etc.
• Assist in performing chart audits, including death chart audits, in cooperation with Director of Nursing or delegate.
• Maintain database of client information and/or oversee or perform any data entry and data maintenance for the Post Falls branch. May include significant coordination efforts with other company branches.
• Perform bereavement tasks as directed by Social Services, such as mailings, and assist with bereavement tracking.
• Create, oversee, or assist with reporting needs, which may include reports to corporate offices, month-end reports, visit tracking, quarterly audits, QAPI reports, year-end reports, etc.
• Attend staff and directors meetings, keep minutes of meetings (if requested), and forward to staff as appropriate.
• Place all orders for medical supplies, office supplies, etc., as approved by Director of Nursing and General Manger. Oversee or maintain inventory for same.
• Answer and route phone calls; forward phones to On-Call Nurses.
• Ensure sufficient forms, admit packets, and other similar documents are available for staff.
• Assist Community Outreach Coordinator with preparation of marketing materials.
• Review invoices as directed by General Manager for accuracy.
• Assist with time sheet review and submittal as directed by General Manager.
• Perform pre-authorizations for new clients, calculate recertifications and notify personnel (including Medical Director) of pending recertifications, and similar client functions.
• Assist with HR duties, as directed by General Manager.
• Facilitate repairs and service for office equipment.
• Perform faxing, filing, typing, mail distribution, and other secretarial services as needed for all departments. 

ADDITIONAL EXAMPLES OF WORK PERFORMED

• Maintain inventory of medical supplies and tracking as appropriate.
• Assist with payroll duties as directed by General Manager, including payroll variables, scanning information for submittal, etc.
• Performs related duties as assigned or required.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• Duties are primarily performed in office environment and require sufficient personal mobility and physical capability to permit employee to function in this environment
• Must be able to lift up to twenty (20) pounds.
• May be required to work irregular hours including evening and weekend as directed or approved by General Manager.
• Local travel may be required.

DISCLAIMER

The incumbent must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of individuals in the job. This job description is not an employment agreement or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.