Office Manager

St. Joseph's Villa; Richmond (AL); On-site; USD 46,000 - 51,000; Full time

Job summary

St. Joseph's Villa is recruiting an Office Manager to support nonresidential behavioral health services. Under the supervision of the Senior Director, this position provides high-level administrative and clerical support and establishes systems for organizing multiple tasks related to daily operations.

Work is performed collaboratively with other services, upholding safety, ethical standards, and the organization’s mission. Schedule: Monday–Friday, 8:30am–4:30pm; Salary Range: $46,000–$51,000.

Qualifications

• Knowledge of office management and project management procedures.
• Experience with medical billing, budgeting, financial management, and compliance within a healthcare setting is highly desirable.
• Ability to manage multiple projects and priorities in a collaborative environment.
• Excellent organization and written and oral communication skills; ability to handle confidential information.

Responsibilities

• Conduct insurance eligibility and benefits checks for new and returning clients.
• Obtain and track pre-authorizations and continued stay for behavioral health services with timely documentation.
• Assist billing with reviewing claims and collecting patient payments; troubleshoot denials.
• Audit electronic health records (EHR) and charts for completeness, accuracy, and regulatory compliance.
• Maintain organized filing systems for client records and policies.
• Ensure charts contain intake forms, updated consent documents, and provider signatures.
• Enter patient data into EMR and other systems.
• Keep clinical and administrative spaces clean, stocked, and presentable; submit maintenance requests.
• Monitor and order office supplies within budget.
• Ensure HIPAA compliance and client confidentiality.
• Plan meetings for clinical and administrative staff.
• Identify clinic needs and streamline workflows; take initiative to resolve bottlenecks.
• Own daily operational flow with minimal supervision.

Skills

Office management

Project management

Medical billing

Budgeting

Compliance

Communication

Confidentiality

Multitasking

EHR

MS Office

Education

AA degree in business related field

BS/BA degree preferred

Tools

MS Office

EHR systems

Proprietary software

Job description

Overview

St. Joseph's Villa is currently recruiting an Office Manager to join our nonresidential behavioral health services. Under the supervision of the Senior Director, this position is responsible for providing high-level administrative and clerical support for nonresidential behavioral health services. Overall responsibility includes establishing systems for organizing and implementing multiple tasks and projects that are related to the daily operational functions of the service. Specific tasks will vary based on the service’s needs.

Work is performed collaboratively with and in support of other services offered by St. Joseph's Villa. All work is performed safely, effectively, to the highest ethical standards, and in accordance with St. Joseph’s Villa’s mission, values, and guiding principles.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of both office management and project management procedures. Able to maintain supportive and effective working relationships with diverse groups. Prior experience with medical billing, budgeting, financial management, and compliance within a healthcare setting is highly desirable.

Able to work effectively in collaborative, shared leadership environment. Able to effectively manage multiple projects and priorities simultaneously. Able to respond effectively to unique situations with general direction. Able to work with confidential information. Excellent organization and written and oral communication skills. Able to perform basic statistical calculations. Able to appropriately use proprietary software. Able to perform all work in a professional and courteous manner. Able to make sound judgments

Schedule: Monday - Friday, 8:30am - 4:30pm

Salary Range: $46,000 - $51,000 ($22.11 - $24.52/hr)

FLSA: Non-Exempt

Responsibilities

• Conduct thorough insurance eligibility and benefits checks for new and returning clients.


• Obtain and track pre-authorizations and continued stay for behavioral health services, ensuring all clinical documentation is submitted to insurance payers in a timely manner.


• Assist the billing department or external billing company by reviewing claims, authorizations, collecting patient copays and deductibles, and troubleshooting claim denials.


• Conduct routine audits of electronic health records (EHR) and physical charts to ensure completeness, accuracy, and compliance with state and federal regulations.


• Maintain highly organized and secure physical and digital filing systems for client records, clinic/clinical policies, and administrative documents.


• Ensure all client charts contain required intake forms, updated consent documents, and necessary provider signatures.


• Oversee the accurate entry of patient data into the Electronic Medical Record and other relevant systems.


• Ensure the clinical spaces, administrative offices, are clean, well-stocked, and presentable. Submit and track maintenance requests as needed.


• Monitor and order office supplies, clinical materials, and essentials while maintaining the budget.


• Ensuring compliance with federal, state, and local regulations, including HIPAA regulations and always maintain client confidentiality.


• Planning/organizing meetings for clinical staff, non-clinical, and administrative staff.


• Excellent managerial communication skills coupled with customer service expertise to enhance patient satisfaction.


• Takes the initiative to identify clinic needs, anticipate administrative challenges, and execute solutions without waiting for direction.


• Capable of evaluating current workflows and building new, streamlined administrative systems (e.g., intake processes, filing structures, billing workflows) from the ground up.


• Highly dependable and capable of managing daily clinic operations and complex projects with minimal oversight, while maintaining a high standard of accuracy.


• Exceptional Organization: Maintains meticulous attention to detail across all tasks, keeping both digital (EHR) and physical records impeccably organized and easily accessible.


• Continuously assess administrative workflows to develop and implement new systems that improve efficiency and the client/staff experience.


• Take ownership of the programs daily operational flow, working autonomously to resolve administrative bottlenecks with minimal supervision from clinical leadership.

Qualifications

• AA degree in business related field. BS/BA degree preferred.


• One year experience providing mid-level programmatic support.


• One year customer service experience preferred.


• Experience may be substituted for education at the rate of one and one-half years of experience equaling one year of education.


• Proficient with Windows, Outlook, internet research, MS Office including Word, Excel and PowerPoint.


• Experience with proprietary software preferred.


• Valid VA driver’s license with excellent driving record.