Access Front Desk/Office Manager

Access Front Desk/Office Manager will work as an Access Front Desk Specialist while overseeing the daily operations of our Hibbing, Virginia, and Duluth locations. The Office Manager will serve as the primary point of contact for staff across these sites and will play a critical role in supporting and managing the Access Front Desk and Registration teams. This position combines administrative leadership with operational management to ensure efficient office functions and smooth workflow. Additionally, the Office Manager will be a key resource for the Access Front Desk and Registration Specialists, facilitating communication and providing support to the access teams in collaboration with the Access Team Leads.

Qualifications:

• Minimum of 2 years of experience in an administrative or office management role, preferably in a healthcare or behavioral health setting.
• Experience supervising front desk or registration staff is highly preferred.
• High school diploma or equivalent required; associate degree or higher preferred.:
• Strong organizational skills, with the ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to handle confidential information and ensure compliance with HIPAA and other regulatory standards.
• Proficient in using office management software and Electronic Health Record (EHR) systems.
• Knowledge of insurance procedures, billing practices, and basic medical terminology is preferred.

Essential Duties and Responsibilities

Office Management Across Locations:

• Oversee day-to-day administrative functions at the Hibbing, Virginia, and Duluth locations.
• Assist in the supervision of the front desk and registration staff across all locations with the assistance of the department team leads, ensuring job duties are being performed efficiently and in alignment with organizational goals.
• Develop and maintain a positive and productive work environment for office staff, fostering teamwork and high-quality service delivery.
• Ensure the facilities are adequately staffed and organized for smooth operations, including managing office supplies, equipment, and provider schedules.
• Foster a safe, supportive, and welcoming environment for all individuals seeking behavioral health services.

Client Scheduling and Communication:

• Schedule, reschedule, and confirm client appointments across locations.
• Ensure no-show follow-up and manage the reconciliation of provider schedules.
• Answer incoming calls, handle inquiries, and return calls within the same business day or by the next business day.
• Verify client demographic and insurance information at each encounter.
• Manage and maintain insurance records in the Electronic Health Record (EHR) system.
• Communicate with clients, staff, and contractors regarding appointment details, cancellations, and changes.
• Ensure compliance with HIPAA standards, confidentiality, and all relevant state and federal regulations.
• Process and maintain medical records requests according to company practices and policies.
• Process faxes and other documentation in a timely manner while ensuring adherence to company guidelines.
• Develop and maintain a comprehensive understanding of insurance regulations, copayments, and provider eligibility, ensuring accurate data entry into the system.
• Monitor and manage provider spaces, including scheduling and any changes or cancellations.

Team Leadership and Development:

• Provide leadership and guidance to the Access Front Desk and Registration Specialists ensuring high-quality client service and adherence to internal policies and procedures.
• Conduct training and cross-training for staff as required, ensuring continuous skill development and improved office operations.
• Participate in goal setting, performance evaluations, and ongoing training to ensure staff are knowledgeable and meet job expectations.
• Respond to client concerns or complaints in a professional and empathetic manner, escalating issues as necessary.

General Office Duties:

• Maintain a clean and organized office environment, including handling basic housekeeping tasks as required.
• Ensure all office equipment is operational, and troubleshoot or coordinate repairs as needed.
• Ensure smooth administrative operations for the entire department, from handling mail to managing the office's day-to-day activities.

Compliance and Policy Adherence:

• Stay up-to-date with federal, state, county, and internal regulations related to administrative and clinical operations.
• Adhere to all behavioral health standards and organizational policies, ensuring proper documentation and compliance in all areas of

Travel:

This position will also be required to work out of our Virginia and Duluth locations 1x per week, and to travel to any of our locations as needed.

Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Administrative or office management in healthcare setting: 2 years (Required)
• Supervising Front Desk and or Registration staff: 1 year (Preferred)
• Medical office Insurance Verification: 1 year (Required)
• Medical office scheduling: 1 year (Required)

Ability to Commute:

• Hibbing, MN 55747 (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person

Salary : $55,000