Office Manager

Health Connect America, Inc.; South Dyersburg (TN); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health insurance

401(k) Retirement Plan

Paid time off

Job summary

Health Connect America is seeking an Office Manager to provide administrative and billing support at the regional office. You will embody the HCA ambassador role, deliver excellent customer service, manage billing processes, onboarding, and employee records in Carelogic and PL/Paylocity/HRIS systems. This role includes file maintenance, meeting coordination, and support for DSPs and program directors.

Full-time position with benefits; background checks required. Equal opportunity employer.

Qualifications

• High school diploma required; prefer business/administrative studies.
• Associate’s degree in business or administrative support preferred with 3 years in healthcare admin.

Responsibilities

• Provide administrative support for the regional office and billing processes.
• Serve as the regional point of contact; greet clients and handle inquiries.
• Manage background checks and record uploads in EPF in PL. Ensure licenses and insurance verified.
• Coordinate onboarding; ensure all new hire documents are filed in the electronic personnel file.
• Prepare invoices, reports, memos, and other documents; assist Program Directors with payroll.
• Maintain office operations: supplies, records, and meeting logistics.
• Monitor and manage Electronic Health Records in Carelogic; run reports as needed.
• Assist in client chart audits and monthly MAR process.
• Train and supervise administrative staff.

Skills

Administrative support

Customer service

Billing support

Payroll processing assistance

Training staff

Education

High school diploma

Associate’s degree in business or administrative support

Tools

Carelogic

Paylocity/HRIS

Job description

Overview

Join Our Impactful Team at Health Connect America!

Before you get started on your journey with Health Connect America, take some time to learn more about us.At Health Connect America, all services are guided by a unified, trauma-informed approach. Across every program, we are committed to providing compassionate, client-centered care that fosters healing and growth. Our services are delivered by clinically trained staff, grounded in a therapeutic mindset and informed by research and evidence-based practices at every level of care. Health Connect America and its affiliate brands are leaders in providing mental and behavioral health services to children, families, and adults across the nation. We provide our services directly to those in need whether that be within a person's home, their community, or in one of our office settings. Health Connect America is honored to be a part of the communities we serve and the clients we walk alongside as they embark on a journey to self-improvement and more fulfilling lives. At Health Connect America, we are dedicated to making meaningful connections every day through creating quality, affordable opportunities for individuals and families to achieve their greatest potential in a safe, positive living environment.

Come make a difference and grow with us!

Our Brands

Responsibilities

The primary responsibility of the Office Manager is to provide administrative, including billing support, to the assigned regional office. It is a critical requirement of the Office Manager to serve as the HCA Ambassador for the region; as such, the Office Manager will exemplify respectful, helpful, cooperative and collaborative administrative customer service on the job in carrying out the position duties.

• Ensure all administrative support functions for the region are completed according to established timelines and meet HCA quality standards of performance.
• Provide excellent customer services to clients, visitors, applicants and employees by communicating information, responding to inquiries, explaining information, fielding any complaints. May serve as the first point of contact in greeting clients, visitors, applicants, and employees and answering regional phone lines. Open, sort, and distribute incoming correspondence, including faxes, and mail.
• Conduct background checks for new hires; and ensure background check results are uploaded in Employees’ EPF (Electronic Personnel File.) in PL (Paylocity/HRIS system). And conduct annual registry background checks on all current employees. Ensure results are uploaded in each employee’s EPF in PL. Ensure employees have current driver’s license, insurance verification in EPF in PL.
• Coordinate and onboard all new hires ensuring all required documents are uploaded in the Onboarding event and ensure all new hire documents are in New Hire’s Personal documents in the electronic personnel file and titled correctly. Maintain compliant Employee Personnel Files in each employee’s EPF in PL.
• Manage all billing processes that are handled at the office level, including verifying insurance, managing and fixing failed activities and failed claims throughout the month. Follow state billing directives from the Revenue Cycle Manager.
• Provide administrative support to Direct Service Providers (DSP) which will include ensuring Intake packets are prepared and available; providing folder files of required forms that need completion and/or client signatures to DSP as necessary; and completing client demographic-standard information on client forms for DSPs.
• Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software. Provide assistance to assigned Program Director(s) in payroll processing.
• Perform general office duties such as ordering supplies, maintaining records management systems, and maintaining the office in a presentable and organized manner.
• Assist in training new hires on documentation and required paperwork processes.
• Assist in the coordination of and in all aspects of preparing for meetings and events, including preparing and distributing meeting agendas along with preparing and distribution other information packets as assigned.
• Manage and assist in monitoring clients’ Electronic Health Records in company’s Carelogic system efficiently. Enter data and produce reports are requested. Specifically, fix or have direct service providers fix failed activities and failed claims, enter all demographic information correctly, ensure rates are correct, etc.
• Assist and participate in conducting client chart audits and provide reports of findings. Audit all discharged clients’ charts and provide report of findings.
• Assist in the monthly MAR process.
• Conduct client, agency, and Aftercare surveys; and ongoing client Quality Assurance checks as assigned.
• Train and supervise other administrative clerical staff.

Qualifications

• A minimum qualification of a high school diploma is required, with a strong preference for candidates who possess further education in business or administrative fields.
• An Associate’s degree in business or administrative support is preferred, along with a minimum of 3 years of relevant experience in an administrative support position within healthcare or similar settings.

Be Well with HCA:

• We recognize the importance of self-care and work/life balance.

• We offer flexibility in scheduling and provide all employees access to our Employee Assistance Program (EAP), which includes 8 mental health counseling sessions annually.

• Full-time HCA employees enjoy paid time off, paid holidays, and a comprehensive benefits package that includes medical, dental, vision, and other voluntary insurance products.

• Additional benefits include:

• Access to a Health Navigator

• Health Savings Account with company contribution

• Dependent Daycare Flexible Spending Account

• Health Reimbursement Account

• 401(k) Retirement Plan

• Benefits Hub

• Tickets at Work

Employment at Health Connect America and it's companies is contingent upon meeting the requirements of a comprehensive background investigation prior to joining our team.

Health Connect America and its companies are an Equal Opportunity Employer and consider applicants for employment without regard to race, color, religion, sex, orientation, national origin, age, disability, genetics, or any other basis forbidden under federal, state, or local law. For more information on Equal Opportunity, please click hereEqual Employment Opportunity Posters