Office Manager-FT

Outreach: Building Healthy Lives; Town of Islip (NY); On-site; Full time

Job summary

An established industry player is seeking a dedicated Office Manager to provide essential support for their outpatient program. In this full-time role, you will manage daily operations, ensuring efficient client interactions and maintaining accurate records. You will be responsible for scheduling appointments, collecting fees, and safeguarding client confidentiality. This position offers the chance to make a significant impact in a professional environment dedicated to helping individuals overcome behavioral health challenges. If you are organized, compassionate, and ready to contribute to a meaningful mission, this opportunity is perfect for you.

Qualifications

• Experience in administrative roles with a focus on client services.
• Ability to maintain confidentiality and adhere to HIPAA regulations.

Responsibilities

• Manage daily support services for the outpatient program.
• Collect and track client fees and maintain accurate records.
• Schedule appointments and conduct pre-intake screenings.

Skills

Bilingual in Spanish

Administrative skills

Client interaction

Confidentiality (HIPAA compliance)

Education

2-4 years of administrative work experience

Substance abuse or allied health background

Tools

Standard office equipment

Computer software for client records

Job description

Outreach is a non-profit organization that helps people address the issues stemming from substance use and behavioral health disorders by providing the highest quality, life-changing treatment, training and tools to build healthy lives. Our mission is to inspire individuals and families to achieve a life of unlimited potential by developing and delivering the highest quality evidence-based behavioral health services and training. For more information, please visit www.opiny.org.

Position: Office Manager

The OM will provide primary support to the outpatient program, managing and prioritizing requests from other staff on site to ensure ongoing daily support services for the unit. They are also responsible for the accurate collection, tracking, and financial reimbursement of client fees.

Job Scope:

• Providing information regarding services, conducting phone screening, and recording information in the intake book. Interacting with referral sources, clients, and staff in a professional, ethical, and caring manner.
• Answering/screening incoming phone calls; welcoming and screening visitors; maintaining reception area appearance; maintaining knowledge of staff schedules.
• Conducting pre-intake telephone screening, scheduling intake appointments, and recording relevant intake information in the intake log.
• Collecting client fees, issuing receipts, and recording information in the computer. Collecting all Medicaid client cards daily and swiping cards using the Medicaid machine. Reporting any benefit denials to appropriate staff.
• Maintaining an efficient and understandable filing system for administrative and clinical records; updating the filing system periodically. Ensuring charts are well organized.
• Maintaining a supply of forms and pre-arranged intake folders. Disassembling charts of discharged clients and filing appropriately.
• Inputting all daily client activity and client demographic information in the computer.
• Monitoring internal records: caseload updates, clinic appointment books, toxicology client roster, etc.
• Scheduling medical, psychiatric, and intake appointments for clients as needed.
• Assisting in safeguarding clients’ confidentiality in accordance with pertinent regulations, including HIPAA and CFR42, Part 2.
• Assisting in the maintenance and order of office and toxicology supplies.
• Assisting in maintenance of the physical plant; reporting needed repairs in a timely manner; responding appropriately to emergencies; utilizing appropriate agency resources to improve physical plant function and safety.

Each role at Outreach has identified production and outcome goals. These goals may be stated as a number or as an outcome within an identified time frame. These goals are intended to provide each job holder the knowledge they need about expected performance. Accomplishments against these goals will be a discussion point in the annual evaluation.

Supervised by: Office Manager

Qualifications:

• Highly preferred bilingual in Spanish.
• Must be amenable to hours.
• 2-4 years of administrative work; substance abuse or allied health background would be great.

Position Status: This is a full-time non-exempt position. Mon/Fri 1-9pm; Tues-Thurs 9a-5p

For this Long Island, NY position, the expected base salary is $19 - $22/hour.

This job operates in a professional office environment and outside in the field. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Must be able to travel among assigned sites and locations as needed.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Outreach is an equal opportunity employer. The agency does not discriminate on the basis of race, color, gender, socio-economic status, marital status, national or ethnic origin, age, religion or creed, disability, or political or sexual orientation. Diversity is celebrated as a strength at Outreach.