Office Manager

Job Summary:

The Office Manager organizes and coordinates office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. 

Duties And Responsibilities:

Coordinate the day-to-day operations of the clinic, center, or office 

Provide excellent customer service and encourage excellent service from all levels of staff 

Conduct follow-up calls and parent coordination as required. Refer caller to appropriate personnel as required.  

Demonstrate the ability to answer routine requests for information or assistance.  

Maintain Microsoft Calendar and make appointments via practice management software and Outlook for Clinical Supervisors, Director, and self. Remind staff of upcoming meetings. 

 Control incoming and outgoing administrative, policy, methodology, and test documentation.  

Maintain the share drive, SharePoint, and monitor deliverables/time sensitive actions to ensure actions are completed on time. 

Follow up on pending actions and keep supervisor informed.  

Secure and provide supervisor with weekly clinical data regarding clinical attendance, caseload management, credentialing, clients out, staffing hours, and any other information pertinent to maintain clinical workflow.  

Gather necessary data and technical material from Daily Availability Spreadsheet in addition to practice management billing reporting system.  

Maintain the initiatives; select, comply, and prepare in final form, with the ability to prioritize data based on subject matter to generate outline for supervisor.  

Be responsible for center schedule management. Complete daily schedule for all patients, families, and therapists.  

Ensure coding compliance is managed effectively prior to the start of each day and update Daily Availability to correlate with schedule. 

 Be responsible for management of reoccurring appointments, client schedule management, schedule changes, and trimester scheduling.  

Compile and reconcile daily schedule in addition to billing & coding for each patient/client and therapist.  

Conduct daily reviews of billing conversions, proper code checks, and billing audit and collaborate with the billing department on the status of billing and conversions. 

Be responsible for the dissemination of information to appropriate personnel.  

Take notes and assist in preparing weekly staff meeting agenda for appropriate action or information.  

Prepare letters, memorandums, work orders, bulletins, and other miscellaneous material for distribution to staff and or clients.  

Develop, implement, and maintain office policies and procedures. 

Participate in the talent acquisition, hiring, and training of team members to ensure that staffing is appropriate for day-to-day operations, as needed. 

Provide coaching, mentoring and progress and performance feedback to staff, as needed. 

Manage all electronic filing and organizational systems. 

In conjunction with HR and Compliance and Risk, assist to ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations 

Assist with onboarding of new hires, when necessary 

Coordinate internal and staff meetings for administrative and clinical staff 

Coordinate logistics for external meetings and conferences 

Contribute to and collaborate on special projects, as needed 

Understand and adhere to HIPAA policies  

Adhere to Cultivate policies and procedures 

 Perform other duties as assigned 

Qualifications

Bachelor’s degree in business administration, or a related field 

Minimum of 5 to 7 years in an office management role, preferably a medical office  

Two to three years of progressive supervisory or management experience 

Knowledge, Skills And Abilities:

Process driven and detail-oriented  

Excellent organizational and time management skills including the ability to effectively multi-task and prioritize appropriately to deliver timely results 

Highly motivated and energetic during work hours 

Communication skills, both oral and written, that are clear, confident, exhibit leadership, professionalism, empathy, and inspire confidence 

Skilled in public speaking, making presentations, and possess a willingness to present to both internal and external audiences 

Ability to work independently in order to deliver timely results, when required, as well as to contribute and collaborate with other team members in a manner that is positive and leads to successful outcomes 

Ability to empathize and communicate professionally with guardians, families, patients, and team members 

Ability to evaluate the potential business and financial impact on desired outcomes during decision making processes 

Ability to successfully complete a background and drug screen 

Physical Conditions:

Ability to bend, kneel, crouch, and stand as well as an ability to lift items up to 50 lbs 

Endurance to move rapidly from a seated position to a standing position  

Requires eye-hand coordination and manual dexterity enough to operate office equipment, etc. 

Clerical responsibilities and administrative work require appropriate levels of vision and hearing abilities 

Ability to successful use a variety of electronic devices and platforms for audio and video communications