Office Manager - Outpatient Services

One Brooklyn Health System Inc.; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Interfaith Medical Center Outpatient Behavioral Health Clinics in Brooklyn seeks an Office Manager/Administrative Assistant to support daily operations for over 40 clinicians and staff, ensuring timely scheduling, payroll processing, and HIPAA compliance. Strong organizational skills and coordination with clinicians, administration, and training programs are essential.

You will manage clerical tasks, assist with chart reviews, prepare reports, supervise front desk coverage, and help ensure

Qualifications

• High School Diploma or Equivalency required.
• Associate’s degree preferred.
• Minimum two (2) years of general office experience.
• Good interpersonal skills a must; strong English communication (written & verbal).
• Ability to prioritize and multi-task in a busy outpatient clinic environment.

Responsibilities

• Maintain confidentiality of medical records.
• Provide front desk coverage including registration, scheduling, and insurance verification.
• Communicate with Clinicians, Patient Access/Admitting Office, Case management, and staff as needed.
• Prepare payroll and maintain timesheets records for each employee.
• Train and evaluate performance of outpatient staff; coordinate staff training.
• Schedule staff for in-service trainings and mandatory classes; maintain agendas/minutes.

Skills

Interpersonal skills

English communication

Organizational skills

Multitasking

Prioritization

Clerical functions

Computer literacy

Education

High School Diploma or Equivalency

Associate’s degree

Job description

Overview

The Interfaith Medical Center Outpatient Behavioral Health Clinics currently provide exceptional care to over 1000 patients. There are 40 Clinicians-some of who provide clinical supervision. They include Psychiatrists, Psychiatry Residents, Psychiatric Nurse Practitioners, Social Workers, Psychologists, and Trainees. The Center for Mental Health, Behavioral Health Program-Adult and Intensive Outpatient Clinics are recipients of grants from SAMHSA and DSRIP. The Office Manager/Administrative Assistant is a full time employee who oversees the outpatient behavioral health clinics to ensure that the clinic operations are running smoothly, supplies are provided in a timely manner, patient concerns are addressed timely, and the administrative, clinical, training and financial needs of the department are met. This dual position will involve assisting the Program Administrator with chart reviews and clinic reports to ensure the Quality Assurance, Utilization Review, Internal Audit and external regulatory requirements are adhered to. The position will also ensure that the training requirements of the Psychiatry Residents and Psychiatric Nurse Practitioner trainee will be met by working closely with the Director of the Outpatient Department and the supervising Psychiatrists.

Responsibilities

• Ensure confidentiality of medical records.
• Ensure that patients are interviewed and seen expeditiously.
• Ensure timely processing and verification of Financial and demographic information.
• Provides front desk coverage as needed (registration, scheduling, insurance verification, etc.)
• Acts as a liaison, communicate as needed with Clinicians, Patient Access/Admitting Office, Case management, satellite clinics, medical records, etc.
• Prepare payroll and maintain times sheets records on each employee; as needed.
• Train and evaluate performance of outpatient employee(s).
• Plan schedule for staff to attend in-service training, educational program updates, and mandatory classes.
• Promote professional environment in which positive work relationships are fostered and maintained.
• Maintain confidentiality in compliance with HIPPA rules and regulations.
• Performs other related duties as requested or assigned that are essential to the overall operations of the Department/Hospital.
• Updates and manages payroll for all the CMH Clinicians Ensures sick calls are forwarded to the PBAs so that patients are contacted and rescheduled in a timely manner [this often requires multiple reminders]
• Ensures there is coverage at the front desk when PBAs call out or call in sick or are on vacation/time off
• Corrects wrong/incorrect scheduling [patients inadvertently scheduled on Sundays, holidays]
• Corrects errors in scheduling of patients-especially for the MDs and NPs
• Notifies patients if there is a change in scheduling
• Notifies clinic staff/administrators of Clinician/PBA emergencies
• Works with the Clinical team to ensure that Infection control standards are adhered to
• Ensures that the clinics are clean and that repairs are conducted in a timely manner
• Prepares the agenda for the CMH staff meeting
• Prepares the minutes of the CMH staff meeting
• Ensures charts are prepared for utilization review
• Attends CMH staff meetings and takes notes
• Sends reminders to the CMH staff regarding upcoming meetings
• Coordinates training for all the CMH staff
• Orders office supplies, replaces them and provides to the staff as needed [chairs, pens, tape, paper, folders, envelopes, staplers]
• Assists with clerical functions-faxing, copying, scanning-which are critical to clinic operations
• Assists with pediatric patients who need to be supervised when parent is being interviewed by Clinician
• Coordinates the metrocard distribution for patients
• Assist with processing prior authorizations for medications and procedures ordered by Physicians and Psychiatric Nurse Practitioners
• Organizes office operations and procedures, such as clerical, bookkeeping, preparation of payroll correspondence, filing, requisition of supplies, and other clerical services.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Act as receptionist for visitors to the office.
• Answers phone and keeps a record of all calls. Provides general information about services of the department.
• Records and tracks department information and data on computer and organizes department files.
• Prepares reports for Department Head as requested, Assists department head with routine schedule.
• Perform other duties as required.

Qualifications

Education:

• High School Diploma or Equivalency required.
• Associate’s degree preferred.

Experience:

• Minimum two (2) years of general office experience.

Knowledge and Skills:

• Good interpersonal skills a must.
• Working knowledge of basic business math, and clerical functions.
• Ability to communicate effectively in English, both verbally and in writing.
• Excellent written, and verbal communication skills.
• Organizational skills and ability to prioritize.
• Ability to multi task.

Physical Requirements:

• Involves standing, walking, sitting, lifting and talking.
• May include some repetitive motions.
• Perform other duties as required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IMC is an equal opportunity employer, it is our policy to provide equal opportunity to all employees and applicants for employment without regard to race, color, religion, national origin, marital status, military status, age, gender, sexual orientation, disability or handicap or other characteristics protected by applicable federal, state, or local laws.