What are the responsibilities and job description for the Office Manager position at Aware Recovery Care of Maine LLC?
The Office Manager/Agency Admissions Liaison is split between the two departments. For the office manager, one would be responsible for maintaining the day-to-day administrative tasks of Aware Recovery Care required to keep the agency running smoothly. For Admissions, this role involves handling phone inquiries and managing incoming treatment requests through various channels. A comprehensive understanding of Aware Recovery Care’s treatment philosophy, admission processes, and criteria is essential, along with a foundational knowledge of substance use disorders (SUD) and dual diagnosis.
Office Manager:
General office upkeep including but not limited to:
- Maintain inventory and ordering supplies
- Manage contacts for basic office maintenance and calling for support when necessary
- Keeping shared areas organized and tidy
- Safety Officer responsibilities, as assigned
- Scheduling meetings between staff and leadership
Postage/ Mail Distribution:
- Ensure correspondence is sent to the necessary recipient in a timely manner
- Mailing, faxing, scanning, printing, making copies, etc.
- Incoming and outgoing faxes/mail may require upload into a client’s file in the Electronic Health Record (EHR)
- Command of stamps.com account and understanding of regular vs certified mail
- Shipment of packages as assigned/asked by agency leadership
- Support Agency Leadership with designated tasks
Events and Hospitality
- Receive office guests
- The Office Manager is responsible for ordering food for various events, such as office lunches, holiday celebrations, and regional meetings.
- Perform miscellaneous job-related duties as assigned
Admissions:
- Answer incoming calls and respond promptly to requests for information.
- Collect and input demographic information from potential clients into CRM and EHR systems.
- Verify insurance coverage and eligibility using an electronic verification system.
- Assess treatment needs for unqualified leads and connect them with appropriate referrals.
- Document client characteristics, demographics, and any concerning behaviors.
- Forward relevant incoming leads to designated Admissions team members streamline the admissions process.
- Maintain proficiency in CRM and EHR software.
- Clearly explain service offerings and determine appropriate assessment pathways for clients.
- Document all communications and actions in relevant platforms.
- Meet call center metrics, including utilization rate, average handle time, after-call work time, and call volume.