Office Manager

Job Description

Job Description

VNACJ CHC is hiring: Office Manager

Support Excellence. Guide Operations. Help Patients Thrive.

At Visiting Nurse Association of Central Jersey Community Health Center (VNACJ CHC), we’re dedicated to offering accessible, high-quality healthcare to New Jersey residents. Our comprehensive services span preventive care, primary care, wellness support, mental health counseling, prenatal care, and more, all in a compassionate, community-focused environment.

Position Summary:

The Office Manager supports senior leadership in ensuring high-quality, patient-centered operations at our Freehold Community Health Center . This role oversees daily practice workflows, supervises administrative staff, promotes exceptional customer service, ensures compliance with policies and payers and uninsured program requirements, and drives operational efficiency to support organizational excellence.

Principal Responsibilities:

Leadership & Operational Oversight:

• Support the organization’s mission by striving for excellence in all aspects of performance and fostering positive, collaborative relationships with co-workers.

• Provide daily operational oversight for assigned facilities, ensuring smooth, efficient, and compliant business operations.

• Collaborate with providers and the Senior Office Manager to ensure quality-measure compliance, practice excellence, and continuous quality improvement.

• Oversee staffing needs, including recruitment support, scheduling, onboarding, credentialing/licensing support, and ongoing staff development.

• Supervise and coach front desk and administrative staff, ensuring performance standards, peer-review practices, and team accountability are consistently upheld.

• Ensure staff arrival times, overtime and mileage management of direct reports, and the effective execution of daily site-huddles

• Ensure adherence to organizational policies related to attendance, appearance, and conduct.

Patient Access, Scheduling & Throughput:

• Ensure efficient and accurate patient scheduling, including self-scheduling workflows, internal visit-type processes, and supporting in the execution of patient scheduling when needed.

• Support in template building for providers in Nextgen EPM

• Monitor and optimize patient flow from check-in through discharge to promote a smooth, timely, patient-centered experience.

• Serve as a resource to clinical teams by partnering with Nurse Manager to resolve scheduling barriers and operational bottlenecks.

Customer Service & Patient Relations:

• Promote a high standard of customer service by modeling professionalism, empathy, and effective communication.

• Treat all individuals (i.e., patients, visitors, coworkers, providers, etc.) with respect and courtesy at all times.

• Respond to patient concerns, access issues, and service recovery needs promptly and appropriately, escalating matters to the Nurse Manager and/or Senior Office Manager, as needed.

Insurance Verification, Eligibility & Financial Processes:

• Ensure front desk staff are obtain and verify all patient demographic, uninsured program applications, and insurance information accurately; regularly perform internal audits of staff work product.

• Verify Medicare eligibility and insurance coverage for all visits, procedures, and diagnostic tests.

• Ensure all point-of-service financial transactions are completed correctly and documented daily.

• Assist referring provider offices with obtaining pre-certifications, authorizations, or approvals as required.

• Generate referrals electronically to outside facilities/providers and monitor status as needed.

• Maintain a strong working knowledge of insurance plans, uninsured program requirements (i.e., NJ DOH Letter of (LOA) and NJ DOH CEED), prior authorization rules, presumptive eligibility, and other payer requirements.

• Perform financial counseling or front desk coordination duties as needed to support site operations.

• Participate in and contribute to dedicated Revenue Cycle Management (RCM) task forces

Compliance, Documentation, and Regulatory Requirements:

• Maintain strict patient confidentiality at all times and comply with HIPAA and all privacy regulations.

• Participate in departmental quality assurance initiatives and engage actively in personal performance evaluations.

• Ensure documentation, workflows, and communication align with NextGen, Phreesia, insurance verification tools, and other operational systems.

Other Responsibilities:

• Assist the Senior Office Manager with fiscal responsibility efforts, practice growth initiatives, claims follow-up, patient satisfaction improvements, and operational projects.

• Perform any and all other duties as assigned by the Senior Office Manager, CEO, CFO, or other supervisors.

Competencies & Minimum Qualifications:

• Bachelor’s degree preferred; equivalent experience considered.

• High school diploma or equivalent required.

• Excellent analytical, organizational, and problem-solving skills.

• Strong computer skills, with knowledge of EMR systems (NextGen), Phreesia, insurance verification tools, preferred.

• Outstanding written and verbal communication skills.

• Strong interpersonal skills, with the ability to interact effectively with patients, families, providers, insurers, and public assistance agencies.

• Demonstrated ability to supervise, coach, and motivate staff.

• Ability to function independently and exercise sound judgment.

• Strong attention to detail and ability to multitask in a fast-paced environment

Why You’ll Love Working Here:

• Impact: Your leadership directly improves patient care and community health.

• Growth: Opportunities for professional development and advancement.

• Culture: Collaborative, supportive, and mission-focused team environment.

Working Conditions: Fast-paced clinical business office environment with extensive patient interaction, computer, phone, and administrative work • High patient volume with frequent interruptions requiring flexibility and prioritization • Comfortable environmental conditions with standard office equipment • Ability to sit, stand, and move intermittently throughout the workday

In compliance with New Jersey's Pay Transparency Act, the compensation range for this position is USD $60,000 to USD $82,000. When determining an offer, VNA Health Group considers factors such as the scope and responsibilities of the role, the candidate's work experience, education/training, relevant skills, internal pay equity, and market and organizational conditions. For more details about our benefits, please visit our Careers page.

EEOC

VNA Health Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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 or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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