Office Manager

Description

We are looking for you! Do you want to be a part of the team that transforms lives? Cumberland Heights is more than a campus, it’s a community. Our mission is providing the highest quality care possible for persons and families who are at risk for or who are suffering from the disease of chemical dependency. Treatment encompasses the physical, mental, emotional, and spiritual dimensions of recovery by offering a safe, loving and healing environment, combining professional excellence and the principles of the Twelve Steps.

Cumberland Heights Foundation offers a comprehensive benefits program, which includes:

• Medical, Dental and Vision effective 1st day of month following 28 days of employment
• Employer Contribution for Health Saving Account or Health Reimbursement Account
• 401K with Company match and eligibility after 90 days of employment
• Paid Time Off (PTO) accrual beginning day (1) one and up to 20 days of PTO the first year
  
  

Position Summary

The Office Manager is responsible for overseeing the day-to-day operations of the practice. This position will require flexible work hours throughout the week. The Office Manager will ensure proper patient flow, scheduling patients for PMHNP (Psychiatric Mental Health Nurse Practitioner, LCSW, and Family Therapist, coordinating/scheduling Vivitrol prescriptions and deliveries with specialty pharmacies, managing medication refills and prior authorizations, collecting copays/coinsurance, doing daily deposits, verifying insurance benefits, ensuring patient paperwork is completed correctly, auditing patient’s demographics, billing insurance for services provided, assisting professional staff as needed, answering multi phone lines, maintaining office supplies, coordinate patient referrals, maintaining patient confidentiality according to HIPAA/42CFR.

PRIMARY DUTIES AND RESPONSIBILITIES include some or all of the following at management’s discretion:

• Scheduling of patients for PMHNP, LCSW, and Family Therapist/Counselor.
• Coordination of Vivitrol with specialty pharmacies.
• Verification of insurance benefits, when needed.
• Collecting co-pays, deductibles, or co-insurance for services provided.
• Audit insurance verification results and demographics in EMR daily.
• Recommends ways to improve the quality and delivery of services.
• Communicating effectively with Patient Accounting Department at main campus.
• Ensures proper handling and distribution of company funds.
• Answering multi phone lines.
• Administrative duties for professional staff as needed.
• Maintains office supplies for practice, ensuring to work within provided budget.
• Ensures all patient paperwork is completed accurately and in timely manner.
• Prepares charges to be entered into accounting system for billing.
• Keys payments, charges, adjustments with a high degree of accuracy.
• Addresses patients’ questions concerning insurance, self-pay criteria, and patient accounts.
• Greets patients/family members.
• Processes and writes up payments/charges to be posted to patient’s accounts.
• Ability to navigate and explain patients billing account.
• Ensures that a welcoming, safe and healing environment is maintained for each patient and family throughout the continuum of care.
• Maintains confidentiality of company and patient information.
• Reacts productively to change.
• Performs other duties as assigned by director.
  
  

Supervisory Responsibilities

Oversees day-to-day operations of medical practice

Requirements

• High school diploma or GED is required
• Certification as a medical assistant (MA) or equivalent preferred; Licensed Practical Nurse (LPN) or equivalent is preferred
• Minimum of two (2) years Patient Accounting experience preferred
• Intermediate computer skills including Microsoft (Outlook, Work and Excel)
• Proficient with electronic medial software and electronic billing software and various Microsoft applications
• Ability to use various types of office equipment, printers, and utilize electronic tables for patient use
• Ability to problem-solve, analyze, and interpret information.
• Ability to adapt to changing circumstances and patient needs in a fast-paced environment.
• Ability to be open and culturally sensitive to a wide variety of patients’ experiences.
• Excellent written and oral communication skills with the ability to effectively speak, read and write in English.
• Ability to interact with co-workers in a collaborative and courteous manner while providing guidance, instruction, and training.
• If recovering, one (1) year of verifiable abstinence required with two (2) years preferred; active participation in a twelve-step program preferred.
  
  

Work Environment

• Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions.
• Position requires frequent contact with people in crisis, including those who are emotionally volatile and may require additional safety precautions.
• Position is subject to long hours at a computer and some local travel between facilities.
• Ability to lift up to 20 lbs and move around campus on uneven and rural terrain.
• Ability to speak, hear, see, sit, walk, stand, stoop, kneel reach, and use fine/gross motor skills.
  
  

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.