Medical Day Office Manager

Department: Adult Medical Day | Reports To: Vice President, Medical Programs/Chief Nursing Officer (Program Director) | Position Type: Full-Time | FLSA Status: Exempt

About the Role

The Office Manager plays a vital role in supporting the daily administrative and operational functions of The League for People with Disabilities' Adult Medical Day Program. Reporting directly to the Vice President of Medical Programs/Chief Nursing Officer (Program Director), this position ensures efficient office operations, regulatory compliance, participant documentation, billing accuracy, and administrative support for the interdisciplinary team. The Office Manager serves as a central point of communication for program staff, participants, families, transportation services, and funding agencies while helping advance The League's mission of empowering individuals with disabilities to achieve greater independence, self-sufficiency, and quality of life.

Responsibilities

• Administrative & Operational Support
  • Coordinate and oversee the daily administrative operations of the Adult Medical Day Program.
  • Provide administrative support to Nursing, Case Management, Activities, Rehabilitation, and program support staff.
  • Maintain participant records and ensure documentation complies with Maryland Department of Health (MDH), COMAR, HIPAA, and organizational standards.
  • Prepare correspondence, reports, meeting agendas, minutes, spreadsheets, and other administrative documents.
  • Assist the Program Director with scheduling, reporting, operational projects, and department initiatives.
  • Maintain office supplies, forms, and departmental resources.
• Billing & Financial Administration
  • Complete participant billing accurately and within established deadlines using designated billing software.
  • Monitor billing activity and immediately communicate discrepancies or concerns to the Program Director.
  • Review aging accounts and assist with resolving outstanding payment issues.
  • Complete utilization reviews in accordance with payer and funding source requirements.
  • Monitor participant attendance and transportation logs to ensure billing accuracy.
• Program Compliance
  • Maintain participant files according to state, federal, accreditation, and agency requirements.
  • Assist with maintaining departmental policies and procedures in accordance with updates to COMAR and other regulatory requirements.
  • Participate in audits, surveys, inspections, and quality improvement initiatives.
  • Maintain confidentiality of participant and employee information in accordance with HIPAA and organizational policies.
• CACFP Administration
  • Serve as the Child and Adult Care Food Program (CACFP) Coordinator.
  • Prepare and submit annual CACFP contract renewals.
  • Complete monthly reimbursement claims accurately and on time.
  • Review and approve meal benefit applications.
  • Monitor Point-of-Service meal counts for compliance.
  • Attend required Food Service Manager trainings and assist with kitchen operations when needed.
• Communication & Collaboration
  • Communicate participant funding changes with the Program Director and Case Management staff.
  • Collaborate with Transportation to maintain accurate participant transportation information.
  • Support staff with participant mobility information and maintain required records.
  • Participate in staff meetings, interdisciplinary meetings, and in-service trainings.
  • Foster positive working relationships with participants, families, vendors, funding agencies, and coworkers.
• Leadership & Team Support
  • Assist with preparation of staff meeting materials and maintain meeting minutes.
  • Support department operations during periods of high workload or staff shortages.
  • Demonstrate professionalism, accountability, confidentiality, and excellent customer service.
  • Represent The League professionally with participants, families, visitors, community partners, and external agencies.
• Organizational Commitment
  • Demonstrate The League's Core Values: Accountability, Participant Focus, Quality, Independence, Mutual Respect.
  • Support diversity, equity, inclusion, and person-centered services.
  • Perform additional duties as assigned.

Requirements

• Associate degree in Business Administration, Healthcare Administration, Office Management, or related field required; Bachelor's degree preferred.
• Minimum of two (2) years of administrative or office management experience, preferably within a healthcare, medical, rehabilitation, or human services environment.
• Experience with healthcare billing, insurance, Medicaid, or other third-party reimbursement processes preferred.
• Experience maintaining confidential medical records.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience using electronic health records (EHR) and billing software preferred.
• Strong organizational, problem-solving, and time-management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• Demonstrated customer service skills and professional judgment.
• Knowledge of HIPAA confidentiality standards preferred.
• Knowledge of COMAR regulations or willingness to learn.

Skills

• Strong organizational and project coordination skills.
• Ability to prioritize multiple competing responsibilities.
• Ability to analyze billing and financial information for accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong mathematical and analytical skills.
• Excellent proofreading and documentation skills.
• Ability to communicate effectively with diverse populations.
• Ability to work independently while contributing positively to a collaborative team.
• Ability to adapt to changing priorities and organizational needs.

Physical Requirements

• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
• Remain in a stationary position for extended periods while performing computer and administrative work.
• Frequently operate a computer, keyboard, calculator, copier, telephone, and other standard office equipment.
• Occasionally move about the office and program areas.
• Frequently communicate verbally and in writing with participants, staff, families, vendors, and funding agencies.
• Occasionally lift, carry, push, or move office materials weighing up to 20 pounds.
• Occasionally bend, reach, stoop, or kneel while retrieving files or office supplies.
• Visual ability to review written documents, electronic records, and financial information.

Mental & Cognitive Requirements

• Maintain concentration while performing detailed administrative and financial tasks.
• Analyze information and make sound decisions within established guidelines.
• Organize, prioritize, and manage multiple deadlines simultaneously.
• Maintain accuracy while working in a fast-paced healthcare environment.
• Exercise sound judgment and discretion with confidential information.
• Adapt to interruptions and changing priorities.
• Communicate professionally with individuals from diverse backgrounds.
• Demonstrate emotional intelligence, professionalism, and effective conflict-resolution skills.
• Work collaboratively with interdisciplinary teams while maintaining a participant-centered approach.

Work Environment

• Professional office and adult medical day healthcare environment.
• Frequent interaction with participants with physical, developmental, cognitive, and behavioral disabilities.
• Moderate noise level consistent with an active healthcare program.
• Regular use of computers, office equipment, telephones, and electronic record systems.
• Occasional exposure to healthcare-related environments and participant care areas.

Pay

$52,000 - $55,000 Annually

Schedule

Monday–Friday | 8:00 a.m. – 4:00 p.m.