What are the responsibilities and job description for the Office Manager position at Cultivate Behavioral Health & Education?
- 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
- 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
- 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 successfully use a variety of electronic devices and platforms for audio and video communications
