Clinic Office Manager I

Agency Profile: Spectrum Health & Human Services respectfully partners with adults, children, and families as they recover from behavioral, emotional, mental health and/or substance related disorders by offering individualized and meaningful opportunities of hope, empowerment and support to achieve self-defined improvements in their quality of life.

Full-time: 326 Orchard Park Road, West Seneca, NY

SUMMARY OF POSITION FUNCTION: 

Performs complex administrative tasks and provides administrative support to a department head and/or manager. Provides training and supervision to clinic support staff.

MAJOR DUTIES AND RESPONSIBILITIES: 

• Knowledge and demonstration of agency core values in day-to-day activities
• Exemplifies the criteria for a high performing team member and the values that support trust, interdependencies and teamwork. 
• Consistently maintain a neat, organized work environment
• Processes Intakes, scheduling, and filing
• Schedule preparation to include authorization verification, copay/private fee amounts, client balances and troubleshooting billing/insurance inquiries
• Constant verifications of 3rd Party payers, Medicaid and authorizations, completion of client financial reviews
• Reconciliation and posting of all client payments
• Processing of client records, including admissions and discharge
• Oversight of other Office Staff with day-to-day tasks & delivers effective supervision to direct reports
• Delivers exceptional customer service and assists with resolving client grievances 
• Constant direct communication with Manager of Support Services
• Works with clinic leadership to ensure strong communication and teamwork between the front office and clinical team. 
• Answers telephone and directs calls to the appropriate person
• Attends required trainings and office manager meetings. Contributes to meetings with process suggestions and/or opinions.
• Composes and prepares routine correspondence for signature
• Establishes and maintains confidential files and records
• Proofreads work and corrects grammatical, punctuation and spelling errors
• Maintains calendar and staff schedules; ensuring adequate site coverage during all hours of operation and covers when necessary
• Sends/receives incoming and outgoing mail and faxes; and follow-ups on dates for action items
• Attends departmental meetings; takes notes and prepares/distributes meeting minutes
• Orients new personnel to agency’s policies and procedures
• Orders and maintains office supplies and equipment
• Operates office machines and instructs others in the operation of same
• Other Duties as assigned

SKILLS/COMPETENCIES:

• Ability to generate standard business letters, forms, contracts, proposals, presentations, etc.  Strong understanding of and ability to use internet search engines
• Excellent interpersonal skills and communication skills both verbal and written
• Meticulous documentation/recording skills and attention to detail; excellent time management and organizational skills
• Ability to handle multiple tasks
• Proficient in the use of computer software such as MSWord, Excel, Power Point, Desktop Publishing, Outlook, etc. 
• Ability to operate office equipment

EDUCATION REQUIREMENTS:

• High School Diploma or equivalent

EXPERIENCE:

• Three years work-related experience.  Previous supervisory experience preferred
• Must possess valid Driver’s license and ability to travel between locations if needed

COMPENSATION: $20.08/hr - $25.60/hr

Salary : $20 - $26