Office Manager- FT

Outreach is a non-profit organization that helps people address the issues stemming from substance use and behavioral health disorders by providing the highest quality, life-changing treatment, training, and tools to build healthy lives . Our mission is to inspire individuals and families to achieve a life of unlimited potential by developing and delivering the highest quality evidence-based behavioral health services and training. For more information, please visit www.opiny.org .

The Behavioral Health Office Manager position has a significant role in the Outreach Development Corporation team. If you have the innate gift of helping others, this position is the right fit for you.

The Behavioral Health Office Manager reports to the Program Director to ensure the outpatient department's overall front-office activities and facilities run smoothly. Frequently functions as first contact between the Agency, potential clients, and community neighbors and endeavors to project a welcoming and non-threatening reception in these contacts and provide an appropriate referral for potential clients.

What You will do:

Accurate collection and tracking of information related to the client’s/family’s financial information, participation and/or qualification for Medicaid benefits and/or other insurance, and, overall, for ensuring that the agency maximizes third party revenue utilizing a realistic and fair fee structure that considers the individual’s ability to pay.

The qualifications for this position are:

• Minimum of BA/ BS Diploma.

• Strong organizational skills with the ability to multitask to ensure that all administrative functions are completed promptly and efficiently.

• Computer literate.

• Supervisory experience a plus.

• Strong customer service skills.

• Bilingual (Spanish / Polish) is a plus.

• Medicaid knowledge or insurance billing a plus.

  Additional role functions are:

• Provide information regarding services, conducted phone screenings, and recorded information in the intake book. Interacting with referral sources, clients, and staff in a professional, ethical, and caring manner.

• Answer/screen incoming phone calls; welcomed and screened visitors; maintained reception area appearance; maintained knowledge of staff schedules.

• Conduct pre-intake telephone screening, scheduling intake appointments, and recording relevant intake information in the intake log.

• Collect client fees, issue receipts, and record information on the computer. Collecting all Medicaid client cards daily and swiping cards using the Medicaid machine.

• Reporting any benefit denials to appropriate staff.

• Maintaining an efficient and understandable filing system for administrative and clinical records; updating the filing system periodically. Ensuring charts are well organized.

• Maintaining a supply of forms and pre-arranged intake folders. Disassembling charts of discharged clients and files appropriately.

• Input all daily client activity and client demographic information into the computer.

• Monitor the following internal records: Caseload updates, clinic appointment books, toxicology client roster, etc.

• Scheduling medical, psychiatric, and intake appointments for clients as needed.

• Assisting in safeguarding clients’ confidentiality following pertinent regulations, which include HIPAA and CFR42, Part 2.

• Assisting in the maintenance and order of office and toxicology supplies.

• Assisted in the maintenance of the physical plant; reported needed repairs promptly; responded appropriately to emergencies; utilized appropriate agency resources in seeking to improve physical plant function and safety.

• Ensuring the accuracy of data collection by printing out service activity reports and comparing them to information input into the Avatar system by the support staff.

• Ensuring the accuracy of client chart filing by conducting weekly spot audits of client charts.

• Ensuring that the reimbursement specialist accurately input client insurance information into the IMA system.

• Providing information regarding services, conducting phone screening, and recording information in the intake books. Scheduling medical, psychiatric, and intake appointments as needed.

• Assisting in the maintenance of the physical plant: reports needed repairs on time; responds appropriately to emergencies; and maintains office supply inventory.

• Collecting client fees, issuing receipts, and recording information on the computer. Verifying Medicaid and other medical insurance eligibility. Report any benefit denials to the billing department. Overseeing petty cash, including disbursements and reconciliation.

• Assisting in safeguarding clients’ Protected Health Information (PHI) to comply with Health Insurance Portability and Accountability Act (HIPAA) regs.

• Assisting the Program Director as needed, including typing correspondence, reports, memos, proofreading, and editing.

• Overseeing the distribution of Metrocards and preparation of monthly reconciliation, which is given to the Bookkeeping Dept.

• Attending and actively participating in weekly supervisor’s meetings to ensure that all support staff-related issues are addressed.

• Maintaining positive working relationships with the unit director and participating in Agency committees, as assigned, and any other assignments as requested by the Director of Outpatient Services.

  Position Status

  This is a full-time, nonexempt position. The Work Schedule for this position is 35 hours a week. 9 am – 5 pm or 10 am - 6 pm, Monday – Friday.

  Work Environment

  This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.