Office Manager

Job Description

Job Description

Description:

Administrative & Office Operations

• Manage daily office workflow, phone systems, emails, and front-office coordination
  
• Maintain organized records for patients, employees, vehicles, and vendors
  
• Oversee office supplies, equipment, and facility needs
  
• Ensure professional communication with hospitals, dialysis centers, case managers, and families
  

HR & Personnel Support

• Assist with onboarding, credential tracking, and personnel files
  
• Track licenses, certifications (EMT, AEMT, Paramedic), CPR, EVOC/CEVO, and compliance deadlines
  
• Coordinate background checks, MVRs, drug screens, and annual reviews
  
• Support scheduling, attendance tracking, PTO requests, and payroll documentation
  

Compliance & Regulatory Support

• Maintain compliance with state EMS regulations, CMS requirements, and company policies
  
• Track and organize incident reports, accident reports, fatigue forms, and QA documentation
  
• Assist with audits, inspections, and documentation requests
  
• Ensure HIPAA compliance in all administrative processes
  

Billing & Financial Coordination

• Serve as liaison between operations and billing company
  
• Verify trip documentation completeness (PCS forms, trip sheets, signatures)
  
• Assist with insurance verification, prior authorization tracking, and denial follow-up
  
• Track invoices, vendor payments, and basic financial reporting as assigned
  

Operations Support

• Support dispatch and field operations with documentation, trip confirmations, and facility communication
  
• Assist with fleet-related administrative tasks (registrations, inspections, insurance files)
  
• Coordinate internal communications, memos, and policy updates
  
• Help implement new workflows, SOPs, and process improvements
  

Leadership & Culture

• Uphold company values and professionalism
  
• Serve as a trusted point of contact for staff concerns and administrative needs
  
• Support leadership initiatives related to growth, efficiency, and patient care excellence
  

Requirements:

Required Qualifications

• High school diploma or GED (Associate’s or Bachelor’s degree preferred)
  
• 2+ years of office management or administrative leadership experience
  
• Experience in EMS, healthcare, medical transportation, or medical billing strongly preferred
  
• Strong knowledge of HIPAA and healthcare documentation standards
  
• Proficiency in Google Workspace or Microsoft Office (Docs, Sheets, Email)
  
• Excellent organization, time management, and communication skills
  

Preferred Qualifications

• Prior experience in ambulance or EMS operations
  
• Familiarity with:
  • Trip sheets and PCS forms
    
  • Medicare/Medicaid ambulance requirements
    
  • Dialysis and inter-facility transport workflows
    
• Experience working with scheduling software, ePCR systems, or billing platforms
  
• Ability to manage sensitive personnel and patient information professionally
  

Key Competencies

• Attention to detail and accuracy
  
• Strong problem-solving and follow-through
  
• Ability to prioritize in a fast-paced EMS environment
  
• Professional communication with staff, facilities, and leadership
  
• Discretion, integrity, and reliability
  

Physical & Work Requirements

• Primarily office-based with occasional interaction with field staff and fleet
  
• Ability to sit, stand, and use computers for extended periods
  
• Occasional after-hours availability for urgent administrative needs
  

Why This Role Matters

The EMS Office Manager plays a critical role in ensuring:

• Crews are supported and compliant
  
• Patients and facilities receive professional, timely communication
  
• Operations run efficiently behind the scenes
  
• Leadership has accurate, organized information to make decisions