OFFICE MANAGER FOR OUTPATIENT FACILITY

Office Manager coordinates and integrates service delivery for the program. Maintains accountability for professional standards and writes and implements policies and procedures. The Office Manager will administratively supervise program staff. The Office Manager makes sure that all staff are disciplined and all staff follow the policies and procedures and completing documentation of the care timely.

ESSENTIAL JOB FUNCTIONS include but are not limited to the following:

1. Establish and oversee the outpatient services quality assurance program.
2. Monitor and improve the quality of services provided
3. Monitor and improve the quality of documentation
4. Monitor Facility compliance and report monthly and quarterly in QAPI meetings.
5. Monitor Medical records QAPI and report monthly and quarterly in QAPI meetings.
6. Attend monthly and quarterly QAPI meetings.
7. Attend Flash meetings and Staffing meetings, write action plans, implement and follow up on action plans.
8. Oversee all staff compliance to medical records documentation and logistics, create action plans, implement and follow-up.
9. Assists in the implementation of the Utilization review program at OPF.
   1. Using established utilization review standards, reviews adult psychiatric services patient records to ascertain compliance with medical eligibility criteria.
   2. Based on patient diagnosis and other established criteria, performs continued stay reviews as indicated.
   3. Conducts authorization/certification reviews and submits requests to commercial insurance companies or Medicaid for inpatient mental health authorization.
   4. Performs concurrent reviews to receive approval of medically necessary treatments or services to ensure that patient is getting the right care in a timely and cost-effective way.
   5. When applicable, submit retrospective reviews appeals of medical records to the insurance companies or Medicaid regarding denials.
   6. Maintains listing of noncompliance noted and provides the information to professional staff for further coordination and collaboration in daily Flash meetings.
   7. Collects and compiles statistical and other data regarding reviews.

1. Reviews packets for criteria and updates intake logs.
2. Establishes new medical records folders and verifies correct name and medical record number for each new patient
3. Updates electronic master patient index file as patients are admitted and discharged.
4. Locates and signs out medical records of patients readmitted to inpatient care and delivers the appropriate record as requested.
5. Obtains verification of receipt of record.
6. Retrieves current records of discharged patients and any corresponding records from previous admissions and returns them to the medical records department for processing.
7. Locates and retrieves medical records for various reviews and studies.
8. Maintains stock of medical records supplies
9. Maintains the Master Forms Binder.
10. Reviews all closed medical records for correction of discrepancies or deficiencies and works to ensure that corrections/signatures/discharge summaries, etc. are completed. Maintains an accurate incomplete chart log of deficient records. Notifies Administrator of all incomplete charts monthly. Assigns appropriate diagnostic codes using CPT and International Classification of Disease System (ICD-10) for diagnosis.
11. Determines and records other required data items such as attending physician, number of consultations, referral source, etc.
12. Requests diagnosis from physicians when not recorded on discharge and in cases where information is incomplete.

EDUCATION/EXPERIENCE REQUIREMENTS:

Bachelor's degree or equivalent from an accredited college or university. Minimum of 2 years of Office Management or Medical Records experience within the healthcare industry.

To apply, please visit https://apollobhh.isolvedhire.com or visit the careers page on our website www.apollo-bhh.com

Apollo Behavioral Health Hospital provides a competitive salary; Health, Dental, Vision and Life Insurance; Other optional employer-provided benefits (i.e., Critical Illness); 401(k) retirement plan and profit-sharing plan; Holidays, PTO and a sensitivity towards Employee Work/Life balance.