Lead Office Manager

Job Description

Job Description

Overview

Join Our Impactful Team at Health Connect America!  

 

Health Connect America and our family of brands are leading providers of mental and behavioral health services for children, families, and adults across a multi-state footprint. As a COA-accredited organization, we are held to nationally recognized standards of quality, accountability, and best practice in every aspect of care we deliver.

 

We are relentlessly committed to keeping families together and transforming lives through evidence-informed care, delivered by clinically trained staff who meet clients where they are — in their homes, in their communities, and in our offices. Our work is guided by five core values: client-centered care, empowerment of our people, evidence-informed excellence, a purpose-driven culture, and bold, adaptive leadership.

 

When you join Health Connect America, you join an organization that invests in you. You'll Grow With Us through meaningful development opportunities, Be Well With Us through programs that support your whole self, and know that You Belong With Us in a culture built on purpose, compassion, and impact.

 

 

Our Brands

 

Responsibilities

The primary responsibility of the Lead Office Manager is to provide administrative, including billing support, to the assigned regional office. It is a critical requirement of the Office Manager to serve as the HCA Ambassador for the region; as such, the Office Manager will exemplify respectful, helpful, cooperative and collaborative administrative customer service on the job in carrying out the position duties. The Lead Office Manager will also provide training, support, and assistance to other Office Managers as assigned in the LOM’s area. 

 

• Ensure all administrative support functions for the region are completed according to established timelines and meet HCA quality standards of performance.
• Provide excellent customer services to clients, visitors, applicants and employees by communicating information, responding to inquiries, explaining information, fielding any complaints. May serve as the first point of contact in greeting clients, visitors, applicants, and employees and answering regional phone lines. Open, sort, and distribute incoming correspondence, including faxes, and mail.
• Conduct background checks for new hires; and ensure background check results are uploaded in Employees’ EPF (Electronic Personnel File.) in PL (Paylocity/HRIS system). And conduct annual registry background checks on all current employees. Ensure results are uploaded in each employee’s EPF in PL. Ensure employees have current driver’s license, insurance verification in EPF in PL.
• Coordinate and onboard all new hires ensuring all required documents are uploaded in the Onboarding event and ensure all new hire documents are in New Hire’s Personal documents in the electronic personnel file and titled correctly. Maintain compliant Employee Personnel Files in each employee’s EPF in PL.
• Manage all billing processes that are handled at the office level, including verifying insurance, managing and fixing failed activities and failed claims throughout the month. Follow state billing directives from the Revenue Cycle Manager. 
• Provide administrative support to Direct Service Providers (DSP) which will include ensuring Intake packets are prepared and available; providing folder files of required forms that need completion and/or client signatures to DSP as necessary; and completing client demographic-standard information on client forms for DSPs.
• Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software. Provide assistance to assigned Program Director(s) in payroll processing.
• Perform general office duties such as ordering supplies, maintaining records management systems, and maintaining the office in a presentable and organized manner.
• Assist in training new hires on documentation and required paperwork processes.
• Assist in the coordination of and in all aspects of preparing for meetings and events, including preparing and distributing meeting agendas along with preparing and distribution other information packets as assigned.
• Manage and assist in monitoring clients’ Electronic Health Records in company’s Carelogic system efficiently. Enter data and produce reports are requested. Specifically, fix or have direct service providers fix failed activities and failed claims, enter all demographic information correctly, ensure rates are correct, etc. 
• Assist and participate in conducting client chart audits and provide reports of findings. Audit all discharged clients’ charts and provide report of findings. Assist in the monthly MAR process.
• Conduct client, agency, and Aftercare surveys; and ongoing client Quality Assurance checks as assigned.
• Train and supervise other administrative clerical staff.
• Work collectively with other Lead Office Managers to update the Office Manager Manual so it is up to date and current.
• Provide training to Office Managers and ongoing consultation and assistance.
• Provide administrative support assistance to Director of Operations as requested. 
• Conduct periodic audits of other regions’ Electronic Personnel File (EPFs) to ensure compliant EPFs.
• Assist DOs and LSAs in the Payroll Analysis process.
• Assist and provide training to assigned regional Office Managers with questions/tasks regarding new hire Onboarding, billing and collections—including working failed and activities, Carelogic and day to day operations. 
• Train and mentor new regional Office Managers in day-to-day operations. 

Qualifications

• At minimum, a high school diploma.
• An Associate’s degree in business or an administrative support field is preferred, along with a minimum of 5 years of experience in an administrative support role, ideally within the medical or healthcare sector.

 

Be Well with HCA:  

 

• We recognize the importance of self-care and work/life balance. 

• We offer flexibility in scheduling and provide all employees access to our Employee Assistance Program (EAP), which includes 8 mental health counseling sessions annually. 

• Full-time HCA employees enjoy paid time off, paid holidays, and a comprehensive benefits package that includes medical, dental, vision, and other voluntary insurance products. 

• Additional benefits include: 

• Access to a Health Navigator 

• Health Savings Account with company contribution 
• Dependent Daycare Flexible Spending Account 
• 401(k) Retirement Plan 

• Benefits Hub 

• Tickets at Work 

 

Join a team where your contributions truly make a difference in the lives of others. Apply now to be part of our dynamic and supportive community at Health Connect America!  

 

Employment at Health Connect America and it's companies is contingent upon meeting the requirements of a comprehensive background investigation prior to joining our team. 

 

Health Connect America and its companies are an Equal Opportunity Employer and consider applicants for employment without regard to race, color, religion, sex, orientation, national origin, age, disability, genetics, or any other basis forbidden under federal, state, or local law. For more information on Equal Opportunity, please click here Equal Employment Opportunity Posters