Office Manager

Job Description

Job Description

Position Summary 

Under the supervision of the Executive Support Manager, the Office Manager provides administrative support for all AGL programs. This position collects and manages departmental data, coordinates all office functions and serves as first responder for problem resolution and interfaces with both internal and external sources to facilitate communication and day to day operation. This position oversees the daily operation of the medical records department. This position provides office support services for the Assisted Group Living Program. The Office Coordinator ensures that supplies, materials which are necessary for both field operations and administrative functions are available for staff to properly conduct their business. This position is classified as Safety Sensitive.

 

Essential Functions:

% of Time

Support

• Works cooperatively with the accounting department to track, review and coordinate all authorizations for service with the AGL home census reports.
• Completes weekly bed count/client occupancy reports to funders along with intermittent reporting as a result of discharges, admissions and out of bed occurrences.
• Is responsible for the development, implementation and maintenance of confidential client records in the Electronic Medical Records system.
• Responsible for communicating and filing necessary paperwork for all departments referrals, admissions and discharges.
• Data entry functions, copying, scanning and filing functions for department
• Provides clerical and administrative support to the Adult Behavioral Health Therapeutic Home program to include record management, census bed occupancy reporting and Electronic Health Record support. 
• Provides copies of documents and reports upon request of referral sources
• Monitors use and distribution of client records to maintain confidentiality
• Organizes and compiles all departmental supply purchases for approval
• Distributes and tracks all supply fulfillment requests by staff.
• Receives and responds to issues of concern as appropriate from field staff, clients, family members, case manager, public fiduciaries, guardians etc.
• Organizes and manages all aspects of data collection: input, filing, confidential review and archival of closed records
• Responsible for uploading and monitoring progress note compliance.
• Ensures scripts are uploaded to the electronic record as they are received. 
• Prepares correspondence and reports for clinical team members and field staff.
• Assists with meeting schedules and room assignments for AGL meetings and classes
• Monitors and coordinates all home inspections and repairs visits: fire, safety, vendors, etc.
• Receives all incoming work orders from the homes and submits to the Executive Support Manager for referral, approval and resolution.
• Monitors the department electronic fax system and forwards as appropriate.

 

85%

Quality Improvement, Compliance and Regulatory

• Assists with monitoring and compiling of data related to quality management
• Assists with the review of all departmental data reports.
• Assists Executive Support Manager with organization and revision of all regulatory and contractual changes as related to the AGL program. 

5%

Miscellaneous

• Purges departmental files as required. 
• Other Duties as assigned

10%

 

Requirements

Education/Experience/Credentials/Knowledge/Understanding

• High School Diploma or GED
• Must be at least 21 years of age
• Valid Arizona Driver’s License and acceptable MVR
• 3-5 years Medical Records Experience

 

Skills

• Excellent verbal, written, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population
• Excellent interpersonal skills and demeanor with the ability to build rapport and garner trust with others
• Strong organizational, planning and time management skills
• Proficient in the use of a PC; in a Windows environment; in the use of the Internet; and in the use of MS Office Applications such as Outlook, Word and Excel
• Working knowledge of HIPAA rules, medical records standards and regulatory agency requirements

 

Abilities

• Able to comprehend, retain, and follow regulations and procedures relative to Behavioral Heath Residential Treatment facilities.

 

Willingness and ability to embody AllThrive 365’s core values:

1. COMPASSION 
2. GROWTH 
3. RESILIENCE 
4. OPENNESS

 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• Works within the community traveling to various locations
• Requires driving vehicle during daytime and nighttime hours
• Must be able to perform work both inside and outside, which requires stooping, bending, and lifting of approximately 50 pounds
• Requires working in various temperatures
• Sitting for extended periods of time