What are the responsibilities and job description for the Office Administrator position at Diversified Assessment & Therapy Services?
Job Summary
We are seeking a highly organized and detail-oriented Office Administrator to manage our office operations effectively. The ideal candidate will possess strong communication and organizational skills, with a proven ability to handle multiple tasks efficiently. This role requires experience in office management, clerical duties, and administrative support, ensuring that our office runs smoothly and efficiently.
Responsibilities
- Oversight of daily office administration at the Children & Youth services offices located in region assigned.
- Ensure OFLAC and Licensure requirements are adhered to during working service hours.
- Invoice families for co-pays/deductible payments; process payments from families.
- Answer phones; greet families; cancellation and scheduling of appointments.
- Ensure cleanliness and supply stocks are maintained for operations (copier/cleaning supplies/PPE) for Children & Youth Services.
- Assist in communication with on-call supervisors to ensure timely delivery of cancelations and reassignment of RBTs for outpatient services.
- Maintain updated referral list for outpatient/clinic programs.
- Processing private insurance/Medicaid/waiver billing through medical billing system.
- Ensure denials are collected and sent to the Director for review.
- Monitoring of billing portals like Office Ally, Availability, and Atrezzo for errors and communicating those errors to the Director of each Children & Youth Services program.
- Processing of CSEDW direct services into clinicsource or any medical billing/records system DATS contracts services with.
- Assist with referral/intake process and distributing referrals to records and assigned parties
- Ensure patient portal is updated upon a referral.
- Monthly department revenue reports.
- Ensure re-authorization for private insurance cases are completed in a timely manner
- Assist in documentation and maintaining receipts for company credit card from supervisors
- Assist in processing school/private contract invoices.
- Ensure department travel reimbursement is calculated and sent by deadline.
- Process contracted services for payment.
- Ensure incentive program participants are completed by deadline.
- Ensure SAH invoices are sent to DoHS for payment of monthly services.
- Ensure CSEDW mileage is billed for direct services via 1500 form and mailed in a timely manner.
- Ensure specialized equipment is submitted to claims and order in a timely manner.
- Ensure filing of CSEDW records in a timely manner.
- Ensure inter-department mail run is completed weekly/timely manner
- Travel required for efficiency of operations (supply runs).
- Supervision/oversight of the utilization management clerks and billing clerks.
- Other duties assigned
Qualifications
- Associates degree plus 1-year office experience is preferred.
- Proven experience in an office administration or management role.
- Familiarity with medical billing is preferred.
- Must have reliable transportation and be willing to travel for operational needs.
- Must be proficient with Office 365 software to create documents and spreadsheets
- Must be proficient in typing
- Must possess valid driver's license
- Must be able to pass a background check
- Exceptional communication skills, both verbal and written, with strong phone etiquette.
- Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $19 - $21