Office Manager

Fundaciones Integrales; Mountain Home (AR); On-site; USD 42,000 - 64,000; Full time

Job summary

Fundaciones Integrales in Mountain Home, AR, is seeking an experienced Office Manager to oversee daily operations, supervise staff, answer calls, and ensure high-quality client services in line with agency policies. The role requires coordinating referrals and intake, adhering to Arkansas and federal rules, and maintaining EVV scheduling software proficiency.

A valid nursing license is a plus but not required; strong communication and organizational skills are essential to keep the office

Qualifications

• Minimum 2 years in home care operations.
• Strong communication and leadership skills.
• Background check cleared.

Responsibilities

• Answers inquiries of applicants, visitors, and staff in a friendly, cooperative manner.
• Maintains knowledge of agency policies, EVV system, and AR rules in daily operations.
• Coordinates daily workload and supervises office personnel to maximize efficiency.
• Oversees referrals, intake, billing coordination, and client eligibility processes.
• Spearheads weekly staff meetings and training for scheduling and care delivery.

Skills

Home care experience

Planning and coordination

Communication

Job description

Manages the daily operations of the office and office staff. Answers all phone calls. Maintains quality of client services in accordance with the Agency’s objectives and policies, through planning, coordination, implementation and evaluation of the home services. Having a LPN/RN license is a plus.

Position Responsibilities

Answers inquiries of general nature form applicants, visitors, and professional staff, assisting them in a friendly and cooperative manner.

Maintains up to date knowledge of Southern Caregivers Policies and Procedures, including but not limited to Southern Caregivers EVV system, inter office communication methods, community communication guidelines/restrictions and adheres to AR Rules and Regulations in daily office management activities.

Acts as liaison to all office personnel regarding Arkansas and Federal Rules and Regulations as well as Southern Caregivers Policies and Procedures communicated by Administration in Office Leadership InService Trainings.

Engages with initial and maintains knowledge of ongoing training of Southern Caregivers EVV Scheduling Software (AxisCare) and ensures implementation of processes into daily routine for all office personnel.

Evaluates staff performance during their probationary period and annually. Provides the teaching and counseling necessary to enhance the delivery of services.

Coordinates and schedules the daily workload of each staff member thereby utilizing Agency personnel to their fullest capacity.

Assists with the orientation of new professional staff to familiarize them with Agency policies and procedures.

Conducts Referral Process: receives, evaluates, and enters initial referral information. Including but not limited to: Evaluation of payment via insurance eligibility or client private pay abilities, entering complete lead information into AxisCare, assigning intake to Intake Nurse, overseeing completion of intake in a timely manner according to Southern Caregivers Intake Procedures – including all appropriate documents, follow-up on processing of request for service and converting lead to active client.

Maintain active client roster by reviewing the status of any client’s out of the home and update scheduling staff of new findings: hospitalizations, in-patient facilities, etc. Escalate issues or out of home status to Quality Director.

Acts as liaison with payer source contact(s) for updates on client status: sends appropriate follow-up correspondence for all VA or AR Choices clients. (9511)

Ensures all Authorization and Reauthorization requirements are met prior to deadline to avoid client lapse in care.

Directs staff toward the appropriate use of community resources.

Organizes and directs weekly staff meeting. Upload agenda minutes in Teams folder immediately following the meeting.

Conducts review and approval of all services rendered to export invoices to clients with the classes: Private Pay, Long Term Care, VHC, PACE and AAA.

Reviews and manages past due accounts for clients with the classes: Private Pay, Long Term Care, VHC, PACE, and AAA – stopping service for clients with overdue accounts according to Southern Caregivers Procedures.

Works closely with billing department to reconcile accounts and collect past due amounts for clients in classes that require a prior authorization (including but not limited to: AR Choices, Medicaid, PASSE, & VA).

Ensures all Nurse Supervisory Visits are complete and up to date for each client based on Payer Rules and Regulations.

Runs office oversight and stability reports at least weekly to ensure all Southern Caregivers standards are upheld within office including but not limited to: Authorized Hours Utilization, Authorizations Ending, Tasks due and completed, Caregivers Hours, EVV Errors & Corrections, Payroll and Billing Reports.

Receives and evaluates questions and issues for escalation to administration.

Educate office team on how to identify areas requiring escalation and methods of troubleshooting.

Sends all payments and/or deposits to Magnolia for processing.

Maintains all office equipment and requests office equipment repairs.

Order office supplies from Quill, unless otherwise specified.

Help with local marketings and business development/growth by staying active in the community.

Conducts oversight of all scheduling duties including but not limited to: ensuring accurate visit processing according to Rules and Regulations by closely monitoring daily real time view, assignment of new clients to scheduling team based on hours, recent intake load & open schedules, maintaining current caregiver roster, oversight of caregiver credentials, conduct final review of weekly payroll reports for caregivers’ visits for accuracy and compliance with AR Rules and Regulations.

Provide all training for scheduling team and ensure scheduling team have tools needed to complete their responsibilities.

Performs other duties as requested by Administration.

Qualifications

Must have a minimum of 2 years home care experience.

Must have the ability to demonstrate self-confidence and a positive attitude and maintain enthusiasm and commitment with respect to goal achievement.

Has a clear criminal background screening.

JOB CONDITIONS

Position is stressful in terms of meeting deadlines.

Primarily a desk job which involves minimal and occasional lifting of supplies and charts.

On occasion, one may be required to bend, stoop, reach and move patient weight up to 250 pounds, lift and/or carry up to 30 pounds.

Travel is required to and from patient's home when supervision of services is scheduled.

The ability to communicate well, both verbally and in writing in English is required.

The ability to access patients’ homes which may not be routinely wheelchair accessible is required.

Hearing, eyesight, and physical dexterity must be sufficient to perform a physical assessment of the patient's condition and to perform patient care/services.

EQUIPMENT OPERATION

Use of multi- line telephone, calculator and other office equipment and supplies.

Company Information

Has access to all patient records and patient financial accounts which may be discussed with the Administrator, the Executive Director, the Director of Finance, and the Quality Assurance Department.

Has access to department's staff personnel records.