Office Manager

Position Responsibilities Manages the daily operations of the office and office staff. Answers all phone calls. Maintains quality of client services in accordance with the Agency’s objectives and policies, through planning, coordination, implementation and evaluation of the home services. Answers inquiries of general nature from applicants, visitors, and professional staff, assisting them in a friendly and cooperative manner. Maintains up-to-date knowledge of Southern Caregivers Policies and Procedures, including but not limited to Southern Caregivers EVV system, inter office communication methods, community communication guidelines/restrictions and adheres to AR Rules and Regulations in daily office management activities. Acts as liaison to all office personnel regarding Arkansas and Federal Rules and Regulations as well as Southern Caregivers Policies and Procedures communicated by Administration in Office Leadership In-Service Trainings. Engages with initial and maintains knowledge of ongoing training of Southern Caregivers EVV Scheduling Software (AxisCare) and ensures implementation of processes into daily routine for all office personnel. Evaluates staff performance during their probationary period and annually. Provides the teaching and counseling necessary to enhance the delivery of services. Coordinates and schedules the daily workload of each staff member thereby utilizing Agency personnel to their fullest capacity. Assists with the orientation of new professional staff to familiarize them with Agency policies and procedures. Conducts Referral Process: receives, evaluates, and enters initial referral information. Including but not limited to: Evaluation of payment via insurance eligibility or client private pay abilities, entering complete lead information into AxisCare, assigning intake to Intake Nurse, overseeing completion of intake in a timely manner according to Southern Caregivers Intake Procedures – including all appropriate documents, follow-up on processing of request for service and converting lead to active client. Track and follow-up with all Authorizations. Troubleshoot Authorization issues as needed. Maintain active client roster by reviewing the status of any client’s out of the home and update scheduling staff of new findings: hospitalizations, in-patient facilities, etc. Escalate issues or out of home status to Quality Director. Acts as liaison with payer source contact(s) for updates on client status: sends appropriate follow-up correspondence for all VA or AR Choices clients. (9511). Ensures all Authorization and Reauthorization requirements are met prior to deadline to avoid client lapse in care. Oversees/directs PCA training program for caregivers. Directs staff toward the appropriate use of community resources. Organizes and directs weekly staff meeting. Upload agenda minutes in Teams folder immediately following the meeting. Conducts review and approval of all services rendered to export invoices to clients with the classes: Private Pay, Long Term Care, VHC, PACE and AAA. Reviews and manages past due accounts for clients with the classes: Private Pay, Long Term Care, VHC, PACE, and AAA – stopping service for clients with overdue accounts according to Southern Caregivers Procedures. Works closely with billing department to reconcile accounts and collect past due amounts for clients in classes that require a prior authorization (including but not limited to: AR Choices, Medicaid, PASSE, & VA). Ensures all Nurse Supervisory Visits are complete and up to date for each client based on Payer Rules and Regulations. Runs office oversight and stability reports at least weekly to ensure all Southern Caregivers standards are upheld within office including but not limited to: Authorized Hours Utilization, Authorizations Ending, Tasks due and completed, Caregivers Hours, EVV Errors & Corrections, Payroll and Billing Reports. Receives and evaluates questions and issues for escalation to administration. Educate office team on how to identify areas requiring escalation and methods of troubleshooting. Sends all payments and/or deposits to Magnolia for processing. Maintains all office equipment and requests office equipment repairs. Order office supplies from Quill, unless otherwise specified. Help with local marketing and business development/growth by staying active in the community. Conducts oversight of all scheduling duties including but not limited to: ensuring accurate visit processing according to Rules and Regulations by closely monitoring daily real time view, assignment of new clients to scheduling team based on hours, recent intake load & open schedules, maintaining current caregiver roster, oversight of caregiver credentials, conduct final review of weekly payroll reports for caregivers’ visits for accuracy and compliance with AR Rules and Regulations. Provide all training for scheduling team and ensure scheduling team have tools needed to complete their responsibilities. Performs other duties as requested by Administration. Qualifications Must have a minimum of 2 years home care experience. #J-18808-Ljbffr