Office Manager

Socket.dev; Slidell (LA); On-site; USD 36,000 - 48,000; Full time

Job summary

Path Behavioral Healthcare in Louisiana is seeking an Office Manager to support daily operations in an outpatient behavioral health setting. You will answer calls, schedule client services, verify insurance, greet clients, check-in, scan paperwork to the EHR, and coordinate with billing for follow-up actions.

You will also manage office duties, maintain records, assist with marketing initiatives, and support the clinical team with patient flow while ensuring HIPAA compliance and professional

Qualifications

• Preferred: Associates degree in a healthcare related field
• Required: High school diploma with experience in clerical/customer service in healthcare

Responsibilities

• Answers incoming calls and schedules clients for intake appointments, explains what to bring and what to expect at first visit, and makes reminder calls.
• Verifies client insurance when scheduling; resolves insurance issues impacting treatment.
• Welcomes and checks in clients, orients to space, provides patient rights and privacy information.
• Scans completed paperwork to the EHR and notifies providers of arrival; ensures ROIs are obtained.
• Schedules return visits and updates care records; submits to billing; follows up on coding denials.
• Maintains office operations: mail, faxes, supplies; assists with marketing activities and referral partner outreach.

Skills

Customer service

Interpersonal skills

Time management

Active listening

Communication

Education

Associates degree in healthcare related field

High school diploma

Tools

EHR system

Billing software

Job description

TITLE: Office Manager

RESPONSIBLE TO: Office Administrator

WORK AREA: Louisiana

Outpatient Behavioral Health Office

SUMMARY: Under the supervision of the Office Administrator, the Office Manager will answer telephones, schedule client services, perform insurance verification, reschedule, and confirm client appointments, greet and check-in clients, obtain client documentation and intake paperwork and scan to the system, and move clients through a pre-determined schedule of appointments at the office. Employee will also submit completed care charges to billing and make follow-up appointments.

BLOODBORNE PATHOGEN CATEGORY I: Tasks with actual blood/body fluid exposure are not included in this position’s duties.

Day-To-Day Responsibilities*

• Answers all incoming calls in an efficient, pleasant, and professional fashion. Schedules new clients for intake appointments; provides explanation to client of what to bring and what to expect at first appointment and makes reminder calls.
• Verifies client’s insurance when scheduling.
• Works with clients and billing to resolve any client insurance issues that impacts client’s ability to receive treatment.
• Confirms client’s appointment and information; updates systems to reflect any changes.
  • Create and organize client charts (Physical and electronic into EHR)
• Welcomes and greets all clients as they arrive, orienting client to the space and providing companyinformation, patient rights information, privacy information and other required notifications.
• Checks client in and scans all client-completed paperwork to the electronic health record. Notifies provider of client’s arrival. (Ensure that ROIs are obtained)
• Schedules client’s return appointment and checks client out at end of visit. Reviews and updates client’s care record, submitting to billing department.
• Serves to gather client information to assist billing department in the event of a coding denial. Maintains professional relationship with client as the face of Path Behavioral Healthcare, impacting the client’s care experiences.
• Requests and scans prior care records at the request of the clinical providers at the site. Follows up on requests to ensure that information is available.
• Manages mail, faxes, and office supply ordering for site.
• Identifies opportunities for marketing and business growth; prepares for and attends events when available.
• Communicate with staff on any information the doctor or LMHPs left for them
• Preform Dr. Day duties (Doctor day is the day that all dr. & nurse practitioner appointments are done.)
• Update Rosters, Census, Referral log, and Provider Bios.
  • Update employee charts with new information
• Set up CPR/CPI classes
• Keep an updated employee list and birthday list
• Works with Business Development team to identify Referral Partners and communicate daily with Partners.
  • This includes following up on clients that were referred that didn’t show up and need to be re-scheduled, clients who are completing treatment. (ROI must be obtained)

Day-To-Day Team Member Responsibilities*

• Willingly serves in a professional and collaborative capacity with all other employees and Path Behavorial Healthcare.
• Fully understands and complies with all organizational processes and policies
• Takes initiative to help clients and others.
• Consistently practices active listening and maintains a pleasant, solution-focused attitude.
• Collaborates with all colleagues and coworkers to communicate with transparency and drive implementation of the organization’s goals, objectives and processes.
• Maintains an organized workspace and outpatient office & put in the service calls for any broken things.
• Is at work on time and ready to work, and leaves work at the completion of client care responsibilities.
• Maintain strict compliance with HIPAA guidelines and confidentiality agreements.
• Maintains a demeanor of positive professionalism.
• Assist with additional clerical services as requested

Assist Nurse Practitioner (NP) with the following:

• Scheduling and rescheduling of patient appointments
• Take vitals to include height and weight.
• Take phone messages for NP.
• Order supplies.

Professional Development/Education*

• Attends all company education seminars, seeks other opportunities to grow knowledge of companyand work responsibilities.
• Participates in site team meetings, company meetings, volunteers for special projects or committees that would enhance professional growth.

QUALIFICATIONS:

Education: Preferred: Associates degree in a healthcare related field

Required: High school diploma with experience as noted below.

Certification: Must hold active CPR certification

Experience/Skills: Preferred: 1-year recent clerical, customer service or marketing experience in abehavioral health office

Minimum of 2 years’ experience in a clerical or customer service-related field in a healthcare environment

Thorough knowledge of billing and coding guidelines.

Thorough knowledge of privacy, HIPAA, and confidentiality requirements.

Physical Effort: Requires working under stressful conditions or with interruptions.

Requires sitting, viewing computer monitors and keyboarding.

Must be able to lift 25 pounds

Interpersonal Skills: Requires excellent interpersonal and time management skills and a calm, professional style of communication.

Background: Must pass all federal and state background checks. Educational and work history willbe confirmed in compliance with company policies. Required to pass all pre-employment drug, alcohol and Tb testing.

PATH BEHAVORIAL HEALTHCARE

Office Manager

PERFORMANCE STANDARDS

1. 30% DAY TO DAY CLIENT RESPONSIBILITIES

Measurement Criteria:

Source: Direct observation by Supervisor, management, clinical providers, or coworkers, assessments from Supervisor, clinical providers or coworkers, chart and billing reports review, review of client satisfaction reports.

5 Exceeds Standard: This employee provides a model for others on this standard and exhibits exceptional performance matched by few other employees. Requires no performance development orprocess improvement coaching concerning this standard.

4 In between Exceeds Standard and Meets Standard: Employee is viewed as performing very well on this standard. Requires minimal or infrequent amount of performance development or processimprovement coaching concerning this standard.

3 Meets Standard: Employee is viewed as performing well on this standard. Requires normalamount of performance development or process improvement coaching concerning this standard.

2 In between Meets Standard and Does Not Meet Standard: Employee is viewed as not performing well on this standard. Requires more than the typical amount of performance development or process improvement coaching concerning this standard. Improvement is needed on this standard.

1 Does Not Meet Standard: Employee is viewed as performing poorly or not at all on thisstandard and requires immediate improvement. Requires a significant or unusual amount of performance development or process improvement coaching concerning this standard.

1. 30% DAY TO DAY TEAM MEMBER RESPONSIBILITIES

Measurement Criteria:

Source: Direct observation by Supervisor, management, clinical providers or coworkers, assessment from Supervisor, other clinical staff also providing services to clients, review of client satisfaction reports, review of billing and attendance reports.

5 Exceeds Standard: This employee provides a model for others on this standard and exhibits exceptional performance matched by few other employees. Requires no performance development orprocess improvement coaching concerning this standard.

4 In between Exceeds Standard and Meets Standard: Employee is viewed as performing very well on this standard. Requires minimal or infrequent amount of performance development or processimprovement coaching concerning this standard.

3 Meets Standard: Employee is viewed as performing well on this standard. Requires normalamount of performance development or process improvement coaching concerning this standard.

2 In between Meets Standard and Does Not Meet Standard: Employee is viewed as not performing well on this standard. Requires more than the typical amount of performance development or process improvement coaching concerning this standard. Improvement is needed on this standard.

1 Does Not Meet Standard: Employee is viewed as performing poorly or not at all on thisstandard and requires immediate improvement. Requires a significant or unusual amount of performance development or process improvement coaching concerning this standard.

1. 25% INTERPERSONAL RELATIONS/TEAMWORK/PRODUCTIVITY

Measurement Criteria:

Source: Direct observation by Management, Supervisor, or coworkers, assessments from Supervisor, coworkers, review of assigned work timelines, schedules and client satisfactions surveys.

5 Exceeds Standard: This employee provides a model for others on this standard and exhibits exceptional performance matched by few other employees. Requires no performance development orprocess improvement coaching concerning this standard.

4 In between Exceeds Standard and Meets Standard: Employee is viewed as performing very well on this standard. Requires minimal or infrequent amount of performance development or processimprovement coaching concerning this standard.

3 Meets Standard: Employee is viewed as performing well on this standard. Requires normalamount of performance development or process improvement coaching concerning this standard.

2 In between Meets Standard and Does Not Meet Standard: Employee is viewed as not performing well on this standard. Requires more than the typical amount of performance development or process improvement coaching concerning this standard. Improvement is needed on this standard.

1 Does Not Meet Standard: Employee is viewed as performing poorly or not at all on thisstandard and requires immediate improvement. Requires a significant or unusual amount of performance development or process improvement coaching concerning this standard.

1. 15% PROFESSIONAL DEVELOPMENT

Measurement Criteria:

Source: Direct observation, review meeting attendance and education programs attendance by supervisor or designee, 360 assessments by Supervisor, other meeting attendees.

5 Exceeds Standard: This employee provides a model for others on this standard and exhibits exceptional performance matched by few other employees. Requires no performance development orprocess improvement coaching concerning this standard.

4 In between Exceeds Standard and Meets Standard: Employee is viewed as performing very well on this standard. Requires minimal or infrequent amount of performance development or process

improvement coaching concerning this standard.

3 Meets Standard: Employee is viewed as performing well on this standard. Requires normalamount of performance development or process improvement coaching concerning this standard.

2 In between Meets Standard and Does Not Meet Standard: Employee is viewed as not performing well on this standard. Requires more than the typical amount of performance development or process improvement coaching concerning this standard. Improvement is needed on this standard.

1 Does Not Meet Standard: Employee is viewed as performing poorly or not at all on this standard and requires immediate improvement. Requires a significant or unusual amount of performance development or process improvement coaching concerning this standard