Office Manager

Job Description

Job Description

Lead your office team to success! As our Office Manager, we will depend on you to coordinate general office activities, assist with billing and payroll, maintain physical and electronic files, and support other departments as needed.

Why Work for Senior Helper of the Smoky Mountains?

We are seeking an Office Manager who is passionate about making an impact on people’s lives. At Senior Helpers of the Smoky Mountains, we provide care and comfort so seniors can age safely and gracefully in their own homes. Every team member contributes to our mission of providing exceptional in-home care every day. We are proud to be part of a franchise system that is the first and only national home care provider to receive certification as a Great Place to Work.

This is a high impact role and an opportunity to join a high-powered agency that’s poised for fast growth as we expand our footprint in the East Tennessee area. You will work in close partnership with the owner and your primary responsibilities will include managing the daily office operations as well as full lifecycle of our Caregiving and office teams.

If you are someone who has excellent communication and problem-solving skills, is able to juggle multiple priorities, and has a strong desire to serve others, this role is for you!

JOB DUTIES

Caregiver Recruitment:

• Assist with all activities related to caregiver recruitment, interviewing and onboarding
• Assist with managing caregiver scheduling, training and orientation
• Create new hire packets and employee handbooks
• Ensure all caregiver employment paperwork is completed properly and filed according to policy
• Manage caregiver retention efforts with rewards and recognition best practices

Client Communications:

• Answer Client Inquiry Calls and book in-home assessments.
• Create and distribute client welcome packets
• Manage and file information from incoming leads and existing clients while maintaining strict confidentiality (following HIPPA and other privacy policies and regulations)
• Maintain effective communication with clients, family members, caregivers and others involved in the care of an individual

Office Operations and Customer Service:

• Answer and screen incoming phone calls in a pleasant, warm and professional matter
• Perform general office functions as needed to operate or promote a start-up business
• Input client leads into home care software and create and send client welcome packets and prospect information.
• Assist owner with billing and invoicing as necessary
• Perform caregiving duties as required to fill in open shifts
• Local travel may be required within a 25 mile radius to visit clients and caregivers on the job

Billing – Accounts Receivable & Payable

• Ensure invoices are completed accurately, timely, and according to company policy.
• Maintain all necessary records related to Long Term Care (LTC) and Medicaid/Governmental programs.
• Monitor employee hours to ensure accuracy. Comply with garnishments as required.
• Recording incoming checks and monitoring the outstanding receivables on a continual basis to make sure accounts receivable are not behind. Follow up on receivables per company policy.
• Record incoming bills and invoices and allocate to the correct month. Pay invoices according to the due date.

Payroll & Recruitment

• Collect and organize timesheets and verify/reconcile against scheduling calendar in home care software; track late, missing, and incorrect timesheets.
• Complete caregiver and internal payroll according to schedule.
• Assist with billing and payroll functions to meet company deadlines.
• Review timesheets for any significant change in client status and indicate them in the caregiver notes section and properly document the information.
• Complete caregiver reference checks and criminal background checks
• Create new hire packets and employee handbooks.
• Verify complete caregiver information in the file after hiring.
• Input caregiver information into home care software

Clerical:

• Prepare client and caregiver files including Care Plan Binders, Client Welcome Packets, Employment Paperwork, and other documentation.
• Perform general office functions such as sorting mail, data input, and file maintenance, ensuring all information is properly filed, organized, and easily accessible.
• Complete other duties and responsibilities as assigned.

Job Qualifications:

• High school diploma or education equivalent
• Bachelor’s degree or related secondary education or certification a plus
• Minimum of two years in an office managerial setting
• Ability to communicate pleasantly and effectively with callers and internal staff.
• Experience with a variety of the field’s concepts, practices, and procedures
• Team player, excellent verbal and written communication skills, adaptable in different situations, possesses excellent client interaction skills.
• A passion for Senior Care and a positive attitude.
• Prior health care industry and/or Caregiver experience a plus
• Qualified candidates must possess a valid driver’s license with insurance
• Background checks and other pre-employment screening will be required

About Senior Helpers:

We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. Senior Helpers® has been the nation's premier franchisor of in-home senior care franchisees since 2005, with locations across the country. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities. Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.

 

We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.