Office Administrator

Job Title:

Office Administrator

Position Overview:

We are seeking a dedicated and organized Office Administrator for our home office. This role is essential in managing office operations, processing documentation requests, building relationships with insurance companies, ensuring compliance, and overseeing important documentation processes. The Office Administrator will collaborate with various departments to ensure smooth operations and compliance with industry standards and agency policies. Office Administrator will manager and oversee office processes for multiple lines of business.

Key Responsibilities:

1. Office Management and Organization:

• Manage Office Operations: Oversee daily office tasks, ensuring cleanliness and organization of office spaces, managing guest visits, temporary staff, and maintaining office supplies.
• File Management: Maintain and organize both physical and digital files, including employee, client, and business unit documentation, ensuring compliance with program rules and agency policies.
• Monthly File Audits: Conduct monthly audits of both physical and digital files to ensure compliance with agency policies, MCO requirements, and state regulations.
• Compliance Checks: Perform regular compliance checks to ensure all files, processes, and documentation are up-to-date and meet industry standards and regulatory requirements.
• Support Leadership: Assist the director and leadership team by keeping them informed and organized, staying on top of all office activities, and ensuring smooth communication between departments.

2. Insurance Relationship and Credentialing:

• Build Relationships with Insurance Companies: Serve as the primary point of contact for insurance companies to address issues related to insurance claims, credentialing, and authorizations.
• Handle Credentialing: Manage the credentialing process for new therapists and ensure timely updates with insurance providers, working alongside the Employee Relations Department.
• Resolve Insurance Issues: Proactively manage and resolve issues with insurance companies, such as claim denials or documentation errors, ensuring all matters are addressed promptly and effectively.

3. Insurance Authorization Management:

• Pre-Authorizations: Prepare pre-authorizations based on documentation provided by Program Supervisors and submit them to insurance companies. Track the authorization process and follow up until approval is received.
• Denied Authorizations: Coordinate with Program Supervisors and Therapists to gather necessary documentation and re-submit denied authorizations. Work closely with the Data Processing Department to ensure the process is completed efficiently.
• Authorization Tracking: Monitor and track the authorization periods (typically 3 months) for each client, ensuring re-authorizations are submitted on time to avoid delays in services. Collaborate with the insurance and claims team to monitor assessments and notify the appropriate teams when re-assessments are needed.

4. Documentation Requests and Process Management:

• Process Documentation Requests: Handle all documentation requests from clients, outside agencies, and therapists. Ensure requests are processed promptly and in line with company policies and compliance requirements.
• Oversee Departmental Processes: Ensure efficient documentation handling processes within departments to maintain workflow and compliance.
• Stay Updated on Industry Changes: Continuously stay updated on changes with Managed Care Organizations (MCOs), state programs, and other payer sources to ensure the agency's practices remain compliant and up-to-date.

5. Intake and Client Support:

• Oversee the Intake Process: Work with the Support Team Manager and Intake Department to ensure all required documentation is collected during the intake process. Provide support to clients during intake.
• Post-Intake Transition: Once clients become active, transition them to the Client Relations Specialist and follow the referral process for ongoing support.

6. Employee Relations and Onboarding:

• New Employee Hiring and Onboarding: Manage the hiring process for new employees, set up interviews, and provide hiring recommendations. Coordinate onboarding and orientation in collaboration with the Employee Relations Team.
• Employee Follow-up: Conduct follow-up calls to new employees to ensure they are settling in and receiving the support they need.
• Therapist Credentialing: Assist with therapist credentialing and setting them up in NC Tracks with the support of the Employee Relations Department.

7. Compliance and Documentation:

• Maintain Agency Compliance: Ensure that the agency remains in compliance with all operational and documentation standards, following state and agency-specific guidelines.
• Compliance Monitoring: Ensure that the agency complies with regulations, payer source requirements, and industry standards. Regularly review documentation to ensure proper compliance across all operations.
• Audit Documentation: Conduct regular monthly audits of physical and digital files to ensure they meet program and agency standards, keeping leadership informed of any compliance issues.

8. Additional Office Duties:

• Meeting Coordination: Schedule and coordinate meetings for staff and leadership, including employee training sessions and development activities.
• Staff Training Oversight: Ensure all employees complete required training and that certifications are properly documented in employee files, in collaboration with the Employee Relations Department.
• Recruitment and HR Support: Oversee the recruitment cycle, handle performance reviews, and maintain open communication with clinical and non-clinical staff.
• Project Support: Assist with additional projects as assigned by management to support the company’s goals.

Qualifications:

• Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or related field preferred.
• Experience: Proven experience as an Office Administrator, Office Manager, or in a similar role. Experience in a mental health agency is a plus.
• Skills:
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Ability to work independently and as part of a team.
• Knowledge of insurance processes, compliance requirements, and payer sources.
• Commitment to TSG Behavioral Health and Community Services' mission and values.

Expectations:

• Clear and Manageable Workload: The Office Administrator is expected to handle routine office tasks, maintain compliance, assist with insurance authorizations, and manage employee and client documentation. A clear communication path is set up with program supervisors, department leads, and the leadership team to ensure expectations are met.
• Collaboration: The role requires strong collaboration with the Data Processing Department, Support Team Manager, Employee Relations Department, and leadership to ensure smooth operations and compliance.
• Realistic Timelines: The role allows for structured and manageable timelines, particularly in handling authorizations, onboarding, and compliance tracking, with the necessary support from other departments.

Summary:

This role provides a solid framework for maintaining office efficiency, supporting staff and clients, ensuring compliance with agency standards, and processing documentation requests. The Office Administrator will play a key role in maintaining compliance through monthly audits, handling insurance and credentialing issues, and ensuring all documentation and operations align with agency policies and industry standards.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift

Work Location: In person

Salary : $18 - $20