Office Manager (ID051)

Northwestern Community Services Board; Front Royal (VA); On-site; USD 36,881 - 42,323; Full time

Benefits offered by this job

Virginia Retirement System

Job summary

Northwestern Community Services Board is seeking an experienced administrative professional to oversee day-to-day operations at the outpatient center and provide clerical support to clinical staff.

The role includes supervising clerical staff, managing accounts receivable, and ensuring timely billing for Medicaid/Medicare services, while coordinating with the Reimbursement Manager on reimbursement and billing policies.

Qualifications

• Combination of education, training, and experience indicating ability to perform essential duties.
• Must have people and problem-solving skills to assist and support clients.

Responsibilities

• Provides training and supervision to clerical staff and conducts performance appraisals.
• Serves as on-site administrative resource for clinical staff and provides staff orientation.
• Oversees accounts receivable, posting charges and receipts from billing logs.
• Keeps abreast of reimbursement and managed care procedures and informs staff.
• Monitors service activity, appointment schedules, and accounts receivable in Credible for timely billing.
• Maintains check log for mail receipts and posts payments timely.
• Ensures monthly billing for insurance, Medicaid, Medicare; follows up on denied/ unpaid claims.
• Maintains petty cash and funds; reviews program accounts monthly for accuracy.
• Requisitions office supplies and maintains site inventory.
• Reviews accounts payable documents for accuracy and timely submission.
• Processes leave and timesheets monthly; coordinates with payroll.
• Oversees management information system data submission.
• Ensures forms for outside contracts are completed and billing is timely.
• Maintains filing systems and scanning of medical records per policy.
• Performs financial interviews and updates contracts for active clients yearly.
• Makes daily bank deposits and attends training/meetings.
• Monitors site security, alarms, and safety inspections; manages keys and inventory.
• Oversees office equipment/telephone system; assists staff with basic IT when needed.
• Coordinates medical staff schedules to meet needs.
• Oversees space utilization and facility/vehicle maintenance for safety.
• Prepares reports for staff, management, and DBHDS; communicates service activity.
• Willing to cross-train and fill in at other clinics as needed.
• Performs other duties as assigned.

Skills

People skills

Problem solving

Customer service

Job description

This position is responsible for the day-to-day operation and oversight of all services delivered from the respective outpatient center. The incumbent of this position is responsible for overseeing, coordinating and performing administrative and clerical support services for the location.

This job description is based upon an evaluation of agency requirements at the time this description was written. This job description will change as the position is developed further, or in response to organizational or technological changes.

MAJOR DUTIES AND RESPONSIBILIES:

• Provides training and supervision to other clerical staff members and conducts performance appraisals.
• Serves as the on-site administrative resource for clinical staff, providing staff orientation to local program’s operational procedures.
• Oversees the center’s automated accounts receivable system. This involves checking and verifying charges and deposit totals. Collects fees assessed by the Agency and posts charges and receipts from billing logs if needed.
• Keeps abreast of current reimbursement and managed care procedures, policies, and changes through consultation with the Reimbursement Manager; provides information to clinical and clerical staff regarding reimbursement, managed care, and billing functions.
• Monitors service activity, appointment schedules, and accounts receivable reports in Credible to ensure that services and financial records are accurate and billing is completed timely.
• Maintains incoming check log for all mail receipts, ensuring payments are posted in a timely manner.
• Ensures that monthly billing for all insurance, Medicaid and Medicare services are completed and follows up on all pending, denied, or unpaid claims as necessary.
• Maintains petty cash, change, and stamp funds or accounts.
• Reviews all program accounts and records monthly for accuracy of application of credit, past due accounts, financial dates, spend downs, billing ledger activity, administrative forms, and integrity of other data collection.
• Monitors program’s medication only clients for case closings.
• Requisitions office supplies and equipment and maintains site inventory for the center. Works with the Procurement Specialist in obtaining office supplies, equipment, and maintenance services.
• Reviews accounts payable documents for accuracy and timely submission to the administrative office for payment.
• Processes leave and time sheets for staff at site on a monthly basis, calculating leave balances, maintaining a leave log, and forwarding leave balances, Leave Without Pay (LWOP) information, and timesheets to the Payroll Specialist in a timely manner.
• Oversees the submission of appropriate management information system data to the administrative office.
• Ensures that necessary forms for outside Agency service contracts are completed as necessary for billing services, that the authorized amount of service hours are in compliance, and that billing is done in a timely manner.
• Oversees maintenance of center’s filing systems and scanning of medical records in accordance with Agency and State policies and procedures.
• Conducts financial interviews with clients as necessary and updates financial contracts for active clients yearly per Agency fee policy.
• Submits fee reports to the Reimbursement Manager, as needed.
• Makes daily bank deposits for the center.
• Attends job-related training and meetings, as required.
• Monitors, maintains, and inspects site’s security and alarm systems and conducts fire drills and safety inspections per Agency policies. Issues and maintains Agency keys and inventory.
• Oversees maintenance of the center’s office equipment and telephone system and assists staff with basic computer issues when IT staff isn’t available.
• Coordinates medical staff schedules as directed in order to be responsive to individual and system needs.
• Oversees the space utilization, general maintenance, upkeep, and repair of the center facility and assigned vehicles in conjunction with other appropriate staff in order to ensure the general health and safety of both staff and clients.
• Prepares reports or summaries to keep staff, management, the board of directors, the Department of Behavioral Health and Disability Services (DBHDS), and the public informed of service activities and managed care data/utilization review analysis.
• Must be willing to cross-train and fill-in at other clinic locations as needed.
• Performs other duties as assigned by the supervisor.

QUALIFICATIONS:

• A combination of education, training, and experience which indicates the possession of knowledge, skills, and abilities necessary to perform essential job duties required.
• Must have people and problem-solving skills to assist and support clients with severe and persistent mental illnesses and their families.
• Must possess a valid driver’s license, a good driving record, and the ability to provide your own transportation.

ADDITIONAL REQUIREMENTS:

• May be exposed to allergenic environments from client’s homes, including dust, smoke, pet contamination, cleaning supplies, etc.
• May be exposed to clients with infectious diseases.
• Must be able to walk distances, climb and descend stairs, maneuver in and out of agency vehicles.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift/push/pull up to 25 pounds at times.

SALARY: $36,881 - $42,323

POSITION: ID051

RETIREMENT: NWCSB participates in Virginia Retirement System.

DISCLAIMER:All full-time employees are eligible for a complete benefits package that includes enrollment in Virginia Retirement System. For more information about benefits and a complete list of current job openings, please visit our website, www.nwcsb.com. Positions remain open and advertised until filled.

If you need assistance or an accommodation to apply or interview, contact Human Resources at [e-mail] or 540-636-4250, Ext 2155.

Northwestern Community Services Board provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.