Office Manager

Job Summary: The Office Manager serves as the organizational backbone of Aydan High Quality Healthcare, overseeing the day-to-day administrative functions of the office. This role coordinates office operations and procedures to ensure organizational effectiveness, efficiency, and safety, and serves as the first point of contact for patients, families, referral sources, providers, case managers, vendors, and visitors. The Office Manager is responsible for communications triage, referral intake and authorization tracking, patient and family engagement, compliance support, and general administrative and HR support, and plays a vital role in creating a productive, welcoming, and compliant environment consistent with Aydan High Quality Healthcare's mission and values.

Qualifications/Educational Requirements:

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or related field preferred, or equivalent combination of education and experience
• Minimum of 2 years of office management or administrative experience, preferably in home health care, healthcare, or a related service industry
• Working knowledge of patient intake, prior authorization, and referral management processes
• Excellent oral and written communication skills, with strong customer service orientation toward patients, families, providers, and case managers
• Professional demeanor and appearance
• Strong organizational, multitasking, and time management skills with high attention to detail
• Ability to handle confidential patient and employee information with discretion and professionalism, consistent with HIPAA requirements
• Proficiency in Microsoft Office, electronic health record (EHR) systems, and general office equipment

Responsibilities/essential functions: The person in this position must be able to perform the following essential job functions with or without reasonable accommodations.

Office & Administrative Operations

• Serve as the organizational backbone of the office, coordinating day-to-day administrative functions, procedures, and workflows to ensure effectiveness, efficiency, and safety *
• Manage office supplies and equipment, including conducting supply and equipment audits and submitting reorder or maintenance requests as needed *
• Maintain records and filing systems, including filing and archiving processed documents and payer correspondence *
• Support staff and leadership with administrative needs, including assisting clinical staff with care plan documentation and follow-up signatures *
• Coordinate internal communications and hold brief daily or weekly team check-ins/huddles with office staff *
• Serve as a point of contact for vendors and visitors, and manage the fax machine, office email inbox, and voicemail, routing and responding to items same business day *
• Complete a daily communication recap documenting all calls, emails, and faxes received and sent, and maintain a task log flagging unresolved items for follow-up *
• Plan and confirm the upcoming month's staff schedule, key dates, and deadlines *

Client Intake, Authorizations & Compliance

• Manage client intakes, authorizations, appeals, and customer relations with providers and case managers *
• Log all incoming referrals in the tracking system, process incoming referral paperwork (including 485s and Medical Necessity documentation), and confirm urgent referrals are assigned and acknowledged by clinical staff *
• Review the prior authorization dashboard daily for urgent approvals or denials, and run weekly and monthly prior authorization expiration and audit reports, initiating renewals for authorizations expiring within 30 days *
• Follow up on pending prior authorization submissions with payers and audit the active patient roster against billing eligibility to confirm coverage is current *
• Review the HIPAA compliance checklist monthly, document any incidents or near-misses, and confirm clinical staff licensure and certifications are current and on file *

Patient & Family Engagement

• Respond to patient, caregiver, and provider inquiries in a timely manner and update patient records and care coordination notes in the EHR/system *
• Conduct weekly wellness calls to active patient families to assess needs, provide updates, and note staffing changes, and document outcomes including concerns, requests, and follow-up actions *
• Follow up with patients or family members who did not answer during the weekly call cycle, and review patient satisfaction notes, escalating concerns to the clinical or supervisory team *
• Draft, review, and distribute a monthly patient/family newsletter and maintain the distribution list, and review and refresh patient education materials as needed *
• Compile a monthly patient engagement summary covering call completions, concerns logged, and resolutions *

General

• Ensure compliance with company policies and procedures *
• Promote a culture of professionalism, accountability, and service excellence *
• Maintain confidentiality of patient, employee, and company information at all times *

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

The work environment and physical demands described here are representative of those required by an employee to perform to the essential functions of this job with or without reasonable accommodations.

Physical Elements

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, to enable the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, to enable the employee to review a wide variety of materials in electronic or hard copy form;
• Sufficient manual dexterity, with or without reasonable accommodation, to enable the employee to operate a personal computer, telephone, and other related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to enable the employee to safely lift, move, or maneuver whatever may be necessary to successfully perform the duties of their position;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to enable the employee to efficiently function in a general office environment; and
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to enable the employee to efficiently function in a general office environment, with frequent interaction with patients, families, staff, and visitors.

Environmental Elements

Must work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above list reflects the essential functions and other job functions considered necessary of the job identified, and shall not be construed as a detailed description of all work requirements that may be inherent in the job, or assigned by supervisory personnel. This job description is used as a guide only and not inclusive of responsibilities and job duties.

Salary: $27.00 an hour

Work Type: Full Time

Pay: $27.00 per hour

Ability to Relocate:

• Vineland, NJ 08360: Relocate before starting work (Required)

Work Location: In person

Salary : $27