Office Manager

El Hogar Community Services, Inc.; Citrus Heights (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

El Hogar Community Services, Inc. is seeking an Office Manager to coordinate day-to-day operations across two CORE clinics, supervising clerical and data entry staff and traveling between sites to address on-site needs.

The role includes acting as Safety Officer, ensuring HIPAA compliance, managing the front office and medical chart room, and delivering excellent customer service while ensuring accurate HMIS/EHR data entry and scheduling coordination.

Job description

Position Summary: The Office Manager will play a pivotal role in ensuring the smooth day-to-day operations of the CORE clinics, overseeing administrative tasks, and supporting the needs of two clinic locations. This includes direct supervision of clerical and data entry staff at both locations, requiring the Office Manager to adeptly go back and forth between the two sites. Responsibilities encompass being the Safety Officer, overseeing the front office, reception area, and medical chart room activities, ensuring compliance with agency guidelines. Duties also include providing excellent customer service, accurate computer input of client and billing information, scheduling coordination, and tracking data. The role involves effective communication with staff, maintaining HIPAA standards, and providing backup coverage for clerical duties. The Office Manager additionally offers training and mentoring to clerical staff, keeping the Program Director informed of operational issues.Essential Duties and Responsibilities: include the following. Other duties may be assigned.Office Administration:o Manage and coordinate office activities to ensure efficiency and compliance with clinic policies.o Oversee the scheduling and coordination of appointments, ensuring optimal utilization of clinic resources.o Handle phone calls, emails, and inquiries, providing excellent customer service to clients and stakeholders.Location Management:o Support the clinic's operations at two locations, managing the unique needs and requirements of each.o Regularly travel between the two locations to address on-site needs, troubleshoot issues, and provide support to staff.o Ensure the program's adherence to opening and closing procedures according to organizational policies.Patient Records Management:o Oversee the maintenance and organization of Client records, ensuring compliance with privacy regulations.o Collaborate with program staff to facilitate the efficient flow of client information between administrative and clinical functions.o Ensures all clerical staff are proficient in working within the Electronic Health Record (EHR), enhancing overall operational efficiency.o Support with data entry into HMIS, ensuring the highest quality of outcomes and adherence to standards.Staff Support:o Collaborate with clinical and administrative staff to address office-related needs and streamline processes.o Assist in the on-boarding and training of new administrative personnel.Supplies and Inventory Management:o Procure and manage office supplies, ensuring adequate stock levels and cost-effective purchasing at both locations.o Maintain inventory records and oversee equipment maintenance.Financial Management:o Assist in the development and monitoring of the office budget, ensuring fiscal responsibility and adherence to financial guidelines.o Work closely with the finance department to track expenses and identify cost-saving opportunities.Quality Assurance:o Implement and monitor quality assurance measures to ensure the highest standards in administrative processes.o Conduct periodic audits to identify areas for improvement and implement corrective actions.Vendor Management:o Manage relationships with office-related vendors and ensure follow through on agreements/contracts.o Review, approve, and process invoices related to office services and supplies.Emergency Preparedness:o Develop and maintain emergency preparedness plans for both clinic locations.o Conduct regular drills and training sessions to ensure staff readiness in case of emergencies.Conflict Resolution:o Work with the management team to address conflicts or concerns within the team promptly and constructively.o Collaborate with Human Resources to implement conflict resolution strategies and maintain a positive team dynamic.Policy Dissemination:o Ensure clear communication and understanding of clinic policies among the clerical team.o Disseminate updates on policies and procedures promptly, facilitating training sessions as needed.Technology Support:o Serve as the point of contact for technical issues, liaising with IT support to address and resolve office equipment and software-related issues.o Facilitate staff training on new technologies or software implementations relevant to office operations.Event Coordination:o Coordinate and organize events, workshops, or seminars hosted by the clinic, including logistical arrangements and participant registration.Communication:o Collaborate closely with the Program Director and other management staff to align office operations with the clinic's overall goals and strategic initiatives.o Participate in regular meetings to discuss ongoing projects, challenges, and opportunities for improvement.o Foster open communication within the administrative team, ensuring a cohesive and collaborative work environment.o Facilitate regular team meetings to discuss updates, share information, and address any concerns or challenges.Supervisory Responsibilities:Directly supervises administrative clerical and data entry staff. Carries out supervisory responsibilities in accordance with the organization's policies and procedures. Responsibilities include interviewing andtraining clerical employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or Experience: Minimum qualifications can be met in the following ways:• High school diploma or equivalent (Required)And• Five (5) years of full-time experience in Medi-Cal billing and in an Administrative role.• Three (3) years full-time experience working in a busy office environment providing clerical support.• One (3+) year of Supervision experience (Required).OR• Bachelor’s degree in related fieldThree (3) years of full- time experience in Medi-Cal billing and in an Administrative role;• Three (3) years full-time experience working in a busy office environment providing clerical support.• One (3+) year of Supervision experience (Required).