Office Manager

Job Description

Job Description

Job Summary:

The Office Manager will oversee the general administrative function and activities of the office. The Office Manager ensures that the offices runs efficiently and that the employees have what they need to be successful. This position requires the ability to work independently, exercise judgment, manage the clerical team, and take initiative.

Duties/Responsibilities:

• Answers telephones and directs calls to appropriate staff.
• Assists in any area to cover call offs and/or employee absences, including but not limited to attempting to fill open appointments immediately.
• Attend treatment teams, take notes and maintain medical binders/documentation.
• Collaborate with satellite offices in relation to client needs (i.e.: scheduling, faxes, Consultations).
• Communicates canceled appointments accordingly and makes all necessary correspondence.
• Create a weekly schedule for intake appointments.
• Completes EVS/ insurance checks for clients.
• Ensure client calls are answered assisting the Outpatient Director, Medical Supervisor, and Clerical staff as an overflow.
• Compiles and records medical charts, reports/ histories, and medical records.
• Identify, recruit, and screen potential employees for position openings at assigned location.
• Input necessary information from all psychiatric discharges.
• Scan and attach appropriate interviews and pre-screens for patients to ensure completion and updated documentation is accurate.
• Responsible for reviewing and sending office mail, faxes, and call off notifications.
• Maintains medical records, technical library, and correspondence of files.
• Operates office equipment and orders supplies as needed.
• Oversees clerical staff at assigned office location.
• Prepare, complete, and communicate necessary information to office staff.
• Provide training for new and current staff.
• Provides warm and informative customer service.
• Schedules and confirms patient appointments, insurance information, and medical consultations. Communicates canceled appointments accordingly and makes all necessary attempts to fill open appointments immediately.

Minimum Job Requirements:

Educational Requirements:

Possess a High School Diploma or High School General Equivalency Diploma and at least three years of administrative and clerical experience.

(OR)

Possess an Associate's degree in office administration or another closely related field and at least one year of administrative and clerical experience.

Required Skills and Abilities:

• Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Ability to type at least 40 words per minute.
• Ability to work in a team and complete assigned tasks.
• Analytical/problem-solving skills.
• Collect, analyze, and interpret data from various sources.
• Detail-oriented with good organizational skills and administrative abilities.
• Excellent time management skills with proven ability to meet deadlines.
• Exceptional communication skills, both written and verbal.
• Extremely proficient with Microsoft Office Suite.
• Knowledge of, or the ability to acquire familiarity with the roles and function of the assigned department.
• Knowledge of, or the ability to comply with the State Mental Health Code.
• Knowledge of applicable Federal and State laws pertaining to the protection of medical information.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing and moving.
• Must be able to lift up to 15 pounds at a time unassisted.

Required Clearances and Documentation:

• Must possess a valid driver's license and have access to reliable transportation.
• Act 31/Act 126 Mandated Reporter Training.
• Act 34 Pennsylvania State Police Background Check - Criminal History.
• Act 114 Department of Human Services FBI Fingerprints.
• Act 33 Pennsylvania Child Abuse History.

Eligible Benefits :

• Eligible for Medical, Dental, and Vision insurance (60-day waiting period).
• Eligible to participate in the 403(B)-retirement plan
• Eligible for PTO accrual.
• Eligible for paid holidays.