Office Manager

• Oversee, ensure accuracy of, and assist as needed with all office functions, including client relations, check-in/check-out, payment collection and entry, scheduling, insurance verification, answering phones and creation/maintenance/release of clients’ paper and electronic health record.

• Recruits, trains, hires, supervises, and if necessary, terminates clinical staff with Owner.

• Reviews the practice’s policies and procedures to make recommendations for continued compliance and improved effectiveness/efficiency of systems.

• Ensures smooth operations and minimizes wait times, improves cycle time/client waiting time and scheduling efficiency.

• Acts as client advocate to resolve client inquiries and concerns regarding office functions and services provided. Discusses complex client concerns with Owner, as necessary.

• Develops and oversees schedules for clinicians to optimize office operational efficiency.

• Works with billing staff with electronic claims daily via EHR and follows up as needed for correct claim processing to ensure accurate payments are received. Extract, review, interpret insurance EOB’s, charge information, allowed amounts per fee schedule, insurance benefits related to payment & other related information while assisting to resolve and maintain accurate client account balances. Accurately post insurance payments, write offs, adjustments to client accounts and be familiar with deductibles, co-pays, co-insurance, and out-of-pocket maximums.

• Perform follow-up with clients and insurance companies to collect unpaid balances to significantly reduce/eliminate overdue outstanding balances owed by insurance companies and/or clients and issue refunds when needed.

• Reconcile daily charges/collections, deposits, and oversee accurate documentation of client account activity.

• Conducts optimal communication regarding practice issues, staff concerns, and operation policies.

• Run payroll reports for all staff, aging reports, therapists' active caseload, therapy notes check, etc.

• Monitor & stock inventory of all office supplies, clinical forms, business cards, etc.

• Perform various clerical tasks as needed, such as filing, faxing, photocopying, scanning, collating, data entry and maintenance of client files.

• Maintain regular, consistent, and punctual attendance in accordance with assigned schedule and time-off policies.

Skills Required:

• Excellent supervisory, interpersonal, organizational, verbal, and written communication skills.

• Attention to detail.

• Ability to take initiative and problem-solve quickly and efficiently.

• Team player.

• Ability to represent oneself and Redeeming Grace Counseling in a professional manner.

• Proficient in personal computer use and corresponding programs such as Microsoft Excel, Word, and web-based applications.

• Knowledge of Office 365, Word, Outlook, Excel, Teams.

• Maintain and update as needed website and social media.

Job Qualifications:

• High school diploma or GED equivalent; Some college/degree preferred.

• 5 years office management experience in a behavioral health clinic or other healthcare clinic.

• 2 years insurance billing & accounts receivable.

• Experience in direct oversight and management of providers and staff.

• Experience promoting a culture of customer service and teamwork.

• Ability to use computers and office software, business office machines, tools, equipment as necessary to perform job duties.

• Excellent work ethic and dependability.

• Always maintain the highest levels of confidentiality regarding HIPPA standards.

• Experience using an EHR system.

If you believe in our mission and vision and have the qualifications we are looking for, please send your resume and coverletter to us at [email protected] or through the contact box.