Office Manager IDD-73551001

ICL; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

A leading company in the healthcare sector is seeking an administrative professional to manage various clerical and billing responsibilities. The successful candidate will maintain records, track budgets, and ensure compliance with billing standards. This role requires strong organizational skills and proficiency in EHR software, along with an Associates Degree and relevant experience. Join a team dedicated to supporting individuals with disabilities and contributing to essential services.

Qualifications

• Associates Degree with two years of clerical experience or graduate of secretarial school.
• Preferably education should include coursework in bookkeeping/business.
• At least one year of Medical Billing or other insurance billing preferred.

Responsibilities

• Maintains tracking record of tickets for repair requests.
• Maintains budget tracking record of orders for food, supplies, furniture.
• Ensures IRC recommendations are completed prior to meetings.

Skills

Proficiency with EHR software

Knowledge of Medicare and Medicaid guidelines

Effective communication

Organizational skills

Ability to maintain filing systems

Education

Associates Degree

Post-high school courses in Medicare/Medicaid billing

Tools

Microsoft Word

Job description

East 87th Street
730 E 87th St
Brooklyn, NY 11236, USA

East 87th Street
730 E 87th St
Brooklyn, NY 11236, USA

Joselow House
46 W 74th St
New York, NY 10023, USA

Joselow House
46 W 74th St
New York, NY 10023, USA

To perform this job successfully, an individual must be able to perform each essential duty listed satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the agency.

1. Maintains tracking record of tickets for repair of all equipment &/or furnishings requests from internal and external departments on behalf of the I/DD department. Distribute to Area Directors and VP/SVP to ensure timely response/ close out of requests.

2. Maintains budget tracking record of orders for food, supplies, furniture and appliances, based on program and program budget. Report information via quarterly update to program and SVP cc VP/AD.

3. Maintains tracking record of O/T of staff per program, flag and report to Area Directors and VP/SVP any staff member working more than 50 hours a week and Temp staff who are working 41+ hours a week.

4. Maintains tracking of employee turnover, employee demotion, promotion and resignation to ensure that RFP and COS documentation, was submitted to HR. As well as the VP & SVP are aware of the separation from employment or significant change as indicated and reason for changes.

5. Maintains tracking of clinician hiring, termination, resignation, demotion to ensure that RFP and COS documentation was submitted to HR. Ensure, that full I/DD division team is aware of changes in status of clinical staff for job titles; Clinical Psychologist, BIS, ADON, Director of RN, RN and Nutritionist.

6. Ensures that IRC recommendations are completed prior to IRC meeting, pre-set 3rd Wednesday of each month. With consideration for 30 days for investigation and 50 days for all recs to be submitted. Reminders to program managers of required deadlines and outstanding recommendations.

7. Maintains Policy & Procedure updates in Starnet system; develops, maintains and updates program manuals with current information.

8. Schedule interviews as needed on behalf of Administrators Area Directors, VP, SVP. as needed.

9. Following meetings, where Admin attendance is requested, employee is responsible to type and distribute meeting notes, correspondence and reports, as requested the VP & SVP.

10. Transmits instructions from supervisor to appropriate staff orally, in writing or electronically and follows-up to see that instructions are followed and deadlines are met.

BILLING RESPONSIBILITIES:

• Reviews EHR in CORE 360 system and confirms that appropriate billing documentation has been obtained for all service recipients in the I/DD department.
• Submits tracking sheet bi/weekly to program management, updates expired and pending expired documentation. Provide monthly report to Area Directors and VP.
• Monthly, check Choices for updated documentation Life Plan, L.O.C., N.O.D. and approval for services upload into CORE to assist program with maintaining billing standards. Notify program of new plan upload.
• Attends meetings/trainings, as needed changes in billing expectations or billing requirements that directly impact I/DD programs as assigned.
• Monitors follow/up and close/out of outstanding billing revenue report received by Finance department & Entitlements department.
• Works with Supervisor to maintain accuracy of reference materials and implementation of new billing codes and fee schedules.
• Multi-tasks in various computer applications to gather billing and collection information.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

Associates Degree two years of clerical or secretarial experience, or graduate of secretarial school. Preferably education should include coursework in bookkeeping/business. BA degree preferred but not required. Post-high school courses in Medicare/Medicaid billing, data processing, medical terminology or Accounting highly desirable. At least one year of Medical Billing or other insurance billing preferred.

Must be able to satisfactorily use computer work processing equipment and programs (Microsoft Word) and type letters, reports, forms and other documents.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Ability to become proficient with EHR software.
• Knowledge of Medicare, Medicaid and Managed Care guidelines.
• Ability to establish effective working relationships with a variety of people at all levels of the organization.
• Knowledge of office and secretarial practices and procedures.
• Knowledge of proper grammatical usage, punctuation and spelling.
• Knowledge of agency policies and program policies, procedures and functions.
• Ability to use office equipment (e.g. computer, fax, copy machine, scanner, etc.).
• Ability to organize office operations.
• Ability to produce letters, tables, documents, etc., using an alphanumeric keyboard.
• Ability to design and maintain filing systems.
• Ability to resign forms for the collection of information.
• Ability to determine priorities.
• Ability to maintain program accounts.
• Ability to interact with consumers in a respectful and professional manner.
• Knowledge of agency procedures, formats and guidelines for the receipt, processing and distribution of correspondence, forms, memoranda, documents and other material.
• Ability to use and maintain office equipment and systems.
• Ability to manipulate an alphanumeric keyboard (computer and typewriter) to produce documents, such as letters, memos, reports, charts and forms, with a high degree of accuracy and within required time frames.
• Ability to format, use and prepare forms, charts, tabular listings and other documents.
• Ability to organize materials to establish and maintain electronic and hard-copy files.
• Ability to understand and use basic office reference material, such as equipment manuals, procedure manuals and dictionaries.
• Ability to proofread and correct errors.
• Ability to communicate basic information clearly and politely by telephone or in person.
• Ability to report for work as scheduled on a consistent basis.
• Ability to understand and adhere to internal and external laws, rules and policies.
• Ability to relate to all levels of staff in the organization and to consumers in a respectful, businesslike manner.

Qualifications

Skills

Behaviors

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Motivations

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Education

Experience

Licenses & Certifications

Equal Opportunity Employer
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