Medical Office Manager

SCO Family of Services; Village of Sea Cliff (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

SCO Family of Services is seeking a Medical Administrative Assistant to support care and services for residents with complex needs. This role involves coordinating care, managing schedules, and ensuring effective communication among healthcare teams. Ideal candidates will have strong organizational skills and a commitment to trauma-informed care.

Qualifications

• Excellent communication skills to assist residents and staff.
• Organized with consistent procedures for patient information.
• Digital proficiency and willingness to learn EMR systems.

Responsibilities

• Collaborates with nursing and residential teams for resident care.
• Performs clerical tasks like organizing medical records and processing paperwork.
• Plans and schedules appointments and transportation for residents.

Skills

Communication

Organization

Problem-solving

Education

Associates or Bachelor’s degree

Tools

MS Office Suite

Electronic Medical Records (EMR)

Job description

Reporting to Director of Nursing and/or Program Director and/or Nursing Supervisor, the Medical Administrative Assistant

• Collaborates closely with members of the nursing and residential teams
• Supports effective direct care as part of the interdisciplinary team to a variety of residents with complex behavioral and medical needs.
• Ensures effective coordination of resident care/unit activities among providers, nurses, residential and environmental services.
• Welcomes incoming residents into the infirmary
• Perform clerical tasks like organizing medical records, preparing reports, processing paperwork, returning messages, and updating designated portions of EMR
• Supports billing tasks including through use of EMR
• Communicate with insurers
• Facilitate referrals including through use of EMR
• Supports prescription requests
• Maintaining a well-ordered work environment
• Supports transportation requirements including 29i medical transportation
• Supports, initiates, or completes resident intake
• Supports, initiates resident/family/provider meet and greet; works with social workers to obtain consents, ensure appropriate documents are uploaded into EMR; takes and upload intake photos into EMR
• Support special projects including collaborating with archivist and team to record and store paper records as required by regulators

Responsibilities

As a Medical Administrative Assistant at SCO, you will be involved in supporting care and services to ensure safe and excellent delivery of individualized resident care. A day in the life of a Medical Administrative Assistant includes Planning, Implementation and Evaluation

Planning

• Maintain the schedule for the nursing team; identify coverage needs; work with designated staff to fill gaps
• Plan and schedule physician appointments for residents as directed by provider or member of the nursing team
• Plan and schedule transportation to appointments using available medical transportation including services provided through the resident’s insurance or other benefits

Implementation

• Implement administrative processes to support resident intake, home visits and discharge
• Support provider requests for prescription and non-prescription medications, durable medical equipment, and supplies
• Work with SCO administrators to ensure the timely delivery of services, supports and supplies
• Communicates with families, residents, care team, pharmacy, physicians, direct care team, care management team and others as required to support high quality care.
• Creates and/or requests reports for purposes resident care and services.
• Collaborates effectively with other disciplines and professions, including social work, education, and behavioral teams as appropriate for optimal care resident youth
• Contributes to process improvement projects in support of resident care.
• Performs according to established protocols in clinical situations, including communicating with appropriate persons and documenting events.
• Performs electronic documentation in EMR
• Collaborates with SCO Center for Professional Development to support staff training and growth
• Other duties, responsibilities and/or projects as assigned.
• Participates in facility-level committee work with clear performance improvement goals consistent with SCO’s mission, vision, and philosophy
• As required, participates in development, implementation, and achievement of annual unit or facility goals and objectives
• Creates a collaborative culture through teamwork, accountability, and adaptability to change.
• Takes initiative to remove barriers and/or obstacles that will result in continuous improvement.
• Approaches others in a tactful manner and treats others with respect and consideration
• Uses problem-solving and conflict resolution skills to foster effective work relationships with team members
• Follows through on commitments; accepts responsibility for personal actions.
• Recognizes and responds to opportunities to enhance resident satisfaction.
• Lifts a minimum of 35 lbs., pushes, and pulls a minimum of 10 lbs. and stands a minimum of 6 hours a day.
• Other duties and/or projects as assigned.

Knowledge, Skills, Experience

• Excellent communication skills that help residents and staff feel welcome and at-ease.
• Uphold HIPAA and SCO privacy standards when discussing medical information with residents, families, and staff
• Organized and can uphold consistent procedures when taking patient information, sending faxes and mail, updating staff about schedule, preparing documents, and communicating with insurers.
• Attend to infirmary workflows to anticipate the need for administrative support and make the office more efficient.

Qualifications - External

Knowledge, Skills and Abilities Preferred:

• Associates or bachelor’s degree or person currently pursing a degree.
• Must be committed to the principles of trauma-informed, trauma-responsive, and person-centered care.
• Able to react quickly and calmly in emergencies.
• Effective organizational, written, and verbal communication skills.
• Must possess digital proficiency including search engines, shared drives, and the MS Office suite. Connected, paperless environment; must be willing to learn and use electronic medical records, state, and enterprise-wide platforms.
• Must be committed to anti-racist principles in resident care, team development and team management. Must be faithful to racial/ethnic equity, inclusion, and diversity.
• Must have a strong understanding of people-management skills including a sense of empathy, accountability, fairness, and consistency.
• Must have strong understanding of the needs of vulnerable populations including youth and young adults with autism, developmental disabilities, communication impairments, and medical complexity.
• Must be fully supportive of and compliant with federal, state, local and enterprise requirements for health and safety including preventive health measures such as immunization and/or demonstrated proof of immunity for infectious diseases as required by New York State Public Health Law (PHL) and New York Codes, Rules and Regulations (NYCRR), Occupational, Safety and Health Agency (OSHA), Advisory Committee on Immunization Practices (ACIP), the Healthcare Infection Control Practices Advisory Committee (HICPAC), and the Joint Commission concerning the use of immunizations in the health care setting

About the company

SCO gets young children off to a good start, launches youth into adulthood, strengthens families and unlocks potential for people with special needs. Extraordinary reach. Unconditional care. Life-changing results.

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