Medical Office Manager

About the role

The Office Manager will oversee day-to-day operations at the Kingston, Highland, & Ellenville Behavioral Health Centers, supporting staff and clients right to thrive through supervision of front desk operations and interaction with the individuals we serve.

Responsibilities

• Oversight of the Behavioral Health Center front office procedures and policies including scheduling, cash collection, supply management, and customer service
• Facilitates coordination between office staff and Billing team related to client insurance issues, copayments, and authorizations
• Responsible for ongoing Electronic Health Record (EHR) training and support of office staff
• Collaborates with other Office Managers on office procedures under guidance of Senior Office Manager
• Provides training and support in customer service skills
• Maintains a safe and secure working environment
• Handles customer inquiries and complaints
• Maintains office supply inventory
• Maintains folders and spreadsheets for adequate reporting to Senior Office Manager
• Manages internal staff relations
• Addresses and resolves problem situations such as non-routine activities
• Addresses and resolves client complaints and issues
• Attends meetings and disseminates information to Office Specialists
• Facilitates staff development and assures that staff are appropriately trained to meet the organizational requirements and regulations
• Serves as a leader by example, by knowledge and practice of professional skills, relationship, and standards
• Safeguards appropriate staffing by recruiting, interviewing, and recommending candidates for positions in Behavioral Health Centers
• Co-Ordinating Intakes through the County Helpline
• Collaborating and facilitating Referrals from outside agencies
• Taking care of incoming and outgoing mail and making weekly cash deposits in the bank
• Scheduling and coordinating Lunches with the Drug Reps
• Co-ordinating with the Clinical Team – updating and blocking schedules
• Assisting the Clinical Director with setting up new prescribers and clinicians
• Maintain a safe and secure working environment
• Working hand in hand with the Clinical Team ensuring smooth operation of the Behavioral Health Center
• Other duties as assigned

Qualifications

• Graduation from a regionally accredited or New York State registered college or university with an Associate’s Degree in Human Services OR A relevant field and 2 years of full-time office experience OR 5 years of relevant office experience which involved public contact
• Supervisory experience a plus
• Bilingual (Spanish/English) a plus

Skills & Abilities

• Technology proficiency (Windows, Microsoft Office, Electronic Health Records, etc.)
• Knowledge of Netsmart Electronic Health Record and Office of Mental Health regulations preferred
• Well versed in HIPAA Privacy and Security Rules
• Knowledge of Medicare, Medicaid, and other insurance regulations
• Communication proficiency
• Strong organization and multitasking abilities
• Collaborative relationship development
• Time management
• Leadership development
• Strong interpersonal skills
• Teambuilding and Leadership
• Planning, Organizing and Problem Solving

Benefits

• Medical, dental, and vision coverage
• 403(b) retirement plan with employer match up to 5%
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year)
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off
• Group term life and long-term disability insurance
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D)
• Supplemental insurance through Aflac
• Employee assistance program (EAP)
• Pet insurance