Home Health Office Manager

Office Manager - Home Health Agency

Summary

The Office Manager is responsible for organizing and coordinating all administrative and operational functions of the home health office. This role ensures organizational effectiveness, efficiency, and compliance with all company policies and state/federal regulations, including HIPAA. The Manager supports clinical staff, handles administrative personnel, and serves as a key liaison for internal and external communications.

Essential Duties and Responsibilities

1. Office Administration & Operations

• Oversee the daily administrative operations of the office to ensure efficiency and organization.
• Develop, implement, and maintain office policies, procedures, and communication protocols.
• Manage the supply chain, including ordering, receiving, and organizing all office and medical/patient-related supplies and equipment.
• Manage and maintain all communication systems (phone, email, etc.) and coordinate with the IT team for equipment support.
• Ensure a safe and well-maintained working environment, coordinating necessary office maintenance and repairs.
• Oversee management of electronic health records (EHR) and hard copy filing systems, ensuring all documentation is accurate, current, and secure.

2. Financial & Billing Support

• Assist the billing department by ensuring accurate and timely entry of all patient and service data necessary for invoicing and insurance claims (e.g., Medicare, Medicaid, private insurance).
• Maintain client and employee records in the agency's primary software systems.

3. Compliance and Regulatory

• Ensure the office and staff are in compliance with all relevant healthcare regulations, including HIPAA confidentiality and privacy standards.
• Assist with preparing for agency audits, surveys, and site visits by maintaining organized and complete records.
• Maintain confidentiality of all clients, employee, and business-related information.

4. Communication and Customer Service

• Manage all incoming and outgoing correspondence (mail, email, calls).
• Answer and route phone calls, serving as the professional and friendly first point of contact for the agency.
• Handle and resolve administrative client and employee issues and complaints in a timely and professional manner, escalating to senior leadership as appropriate.
• Liaise between administrative staff, clinical teams, patients, families, and external partners (e.g., referral sources, vendors).

Qualifications and Skill

Education and Experience

• High School Diploma or GED required; Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of 2-3 years of experience in an office management or administrative supervisory role.
• Previous experience in a Home Health, Hospice, or other medical office setting is strongly preferred.

Skills and Competencies

• Leadership Skills: Proven ability to supervise, coach, and delegate tasks to administrative personnel.
• Organizational Skills: Exceptional ability to manage multiple assignments, prioritize tasks, and maintain complex filing/record systems.
• Communication: Excellent verbal and written communication skills for interacting effectively with staff, clients, and external entities.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with healthcare-specific software (EHR/EMR, scheduling, billing software).
• Detail-Oriented: Strong attention to detail to ensure accuracy in record-keeping, billing, and compliance documentation.
• Problem-Solving: Ability to analyze issues and implement solutions to streamline office procedures and resolve problems.
• Knowledge of Healthcare Regulations: Familiarity with HIPAA and general home health agency compliance requirements is highly desirable.

Pay: $40,000.00 - $60,000.00 per year

Work Location: In person

Salary : $40,000 - $60,000