Medical Office Manager

Job Title: Medical Office Manager

Job Summary:

CASES is seeking a highly organized and detail-oriented Medical Office Manager to oversee the daily operations of our mental health and medical services clinic. This role is essential in ensuring efficient patient flow and seamless coordination among clinical staff, including social workers, psychiatrists, and nurse practitioners. The Medical Office Manager will be responsible for managing appointment scheduling, overseeing referrals and eligibility verifications within our electronic health record (EHR) system, CareLogic, and supervising a team of medical scheduling staff. This includes providing training, guidance, and daily oversight to maintain high service standards and productivity.

Additionally, this role involves generating key reports on patient demographics, caseloads, and referral processes to support data-driven decision-making and operational improvements. As a key representative of CASES, the Medical Office Manager will uphold our commitment to trauma-informed, culturally competent care, fostering a welcoming and supportive environment for all clients and their families.

Shift Hours: This position is full-time Monday - Friday from 9:00 AM - 5:00 PM.

Salary: The salary range for this role is $55,400 annually.

Location Address: 424 E 147 th St, Bronx, NY, 10455. Our office is easily accessible by public transportation.

Workplace Flexibility: Onsite - For roles that are 100% in-office/in-person. S taff roles designated as fully in-person are eligible for in-person work place differential pay.

What You Will Be Doing:

• Develop, implement, and oversee a centralized scheduling process for all clinical staff, ensuring accurate and up-to-date provider schedules, timely backfilling of cancelled or missed appointments, and efficient processing of referrals
• Ensure the waiting area of clinic is presented as a safe and welcoming environment for clinic clients and family members/collaterals.
• Manage and support the coordination and processing of clinic e-referrals and walk-ins.
• Manage and support medical schedulers with administrative tasks including delegating and prioritizing tasks.
• Monitor and manage the performance goals related to centralized scheduling to support staff productivity.
• Verify eligibility and authorization for Medicaid services using EPACES and Managed Care Organization portals at every client visit.
• Support with crisis intervention and emergency response situations to ensure health and safety and effective responses by internal and external first responders and adherence to crisis/emergency policies.
• Manage training for medical schedulers at main clinic and satellite locations.
  
  
  

What We Are Looking For:

• High school diploma with 3 years related work experience.
• At least three years' experience with an Electronic Medical Record (EMR) system.
• At least one year's experience with Medicaid billing systems.
• Knowledge of mental health and medical terminology.
• Exceptional communication and organizational skills, including excellent phone demeanor and direct communication skills with clients, family members, government agencies, and agency staff.
• Excellent diplomacy, poise, and social skills to interact with clients facing a range of problems including serious mental illness, substance abuse, arrest and incarceration, and crisis and stress.
• Ability to establish and maintain effective working relationships with clients, family members, referral sources, criminal justice staff, and CASES’ employees.
  
  
  

Additional, preferred skills we are looking for but are not required:

• Supervisory experience preferred
  
  
  

Benefits:

CASES cares about employee wellbeing, and we offer a comprehensive benefits package to support you and your family, including:

• Medical
• Dental
• Vision
• Vacation and Paid Time Off – starting at 25 days-off annually
• 12 Paid Holidays per year
• Retirement 403b Competitive matching up to 6%
• Employee Referral Program
• Visit www.cases.org/careers/ to learn more about benefits offered by the CASES
  
  
  

Our Values

At CASES, we like to move with PURPOSE, which reflects our values:

PEOPLE| Hold people’s stories with dignity

UNITY| Commit to a shared mission

RESPECT| Celebrate the strength of diversity

PROGRESS| Always work to improve

OPTIMIZE| Make the best use of resources

SOLUTIONS| Work together to solve problems

EMPATHY| Seek to understand others

Although we would love to learn about the skills of every candidate, only selected candidates that are selected will receive a response. We encourage you to apply for any position(s) you feel you are qualified for.

CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal legal system.

Monday - Friday, 9am to 5pm

35 hours per week excluding breaks