Office Manager

Position Responsibilities

• Answers inquiries of general nature from applicants, visitors, and professional staff, assisting them in a friendly and cooperative manner.
• Maintains up-to-date knowledge of Southern Caregivers Policies and Procedures, including but not limited to Southern Caregivers EVV system, inter-office communication methods, community communication guidelines/restrictions, and adheres to AR Rules and Regulations in daily office management activities.
• Acts as liaison to all office personnel regarding Arkansas and Federal Rules and Regulations as well as Southern Caregivers Policies and Procedures communicated by Administration in Office Leadership In-Service Trainings.
• Engages with initial and maintains knowledge of ongoing training of Southern Caregivers EVV Scheduling Software (AxisCare) and ensures implementation of processes into daily routine for all office personnel.
• Evaluates staff performance during their probationary period and annually.
• Provides the teaching and counseling necessary to enhance the delivery of services.
• Captures and schedules the daily workload of each staff member thereby utilizing Agency personnel to their fullest capacity.
• Aids in the orientation of new professional staff to familiarize them with Agency policies and procedures.
• Engages in the referral process: receives, evaluates, and enters initial referral information, including but not limited to: evaluation of payment via insurance eligibility or client private pay abilities, entering complete lead information into AxisCare, assigning intake to Intake Nurse, overseeing completion of intake in a timely manner according to Southern Caregivers Intake Procedures – including all appropriate documents, follow-up on processing of request for service and converting lead to active client.
• Tracks and follows-up with all Authorizations.
• Troubleshoots Authorization issues as needed.
• Maintains an active client roster by reviewing the status of any client's out-of-home situation and updating scheduling staff of new findings: hospitalizations, in-patient facilities, etc.
• Escalates issues or out-of-home status to Quality Director.
• Acts as liaison with payer source contacts for updates on client status: sends appropriate follow-up correspondence for all VA or AR Choices clients (9511).
• Ensures all Authorization and Reauthorization requirements are met prior to deadlines to avoid client lapse in care.
• Oversees/directs PCA training program for caregivers.
• Directs staff toward the appropriate use of community resources.
• Organizes and directs weekly staff meetings.
• Uploads agenda minutes in Teams folder immediately following the meeting.
• Conducts reviews and approvals of all services rendered to export invoices to clients with the classes: Private Pay, Long Term Care, VHC, PACE, and AAA.
• Reviews and manages past-due accounts for clients with the classes: Private Pay, Long Term Care, VHC, PACE, and AAA – stopping service for clients with overdue accounts according to Southern Caregivers Procedures.
• Works closely with the billing department to reconcile accounts and collect past-due amounts for clients in classes that require a prior authorization (including but not limited to: AR Choices, Medicaid, PASSE, & VA).
• Ensures all Nurse Supervisory Visits are complete and up-to-date for each client based on Payer Rules and Regulations.
• Runs office oversight and stability reports at least weekly to ensure all Southern Caregivers standards are upheld within the office including but not limited to: Authorized Hours Utilization, Authorizations Ending, Tasks due and completed, Caregivers Hours, EVV Errors & Corrections, Payroll and Billing Reports.
• Receives and evaluates questions and issues for escalation to administration.
• Edits the office team on how to identify areas requiring escalation and methods of troubleshooting.
• Sends all payments and/or deposits to Magnolia for processing.
• Maintains all office equipment and requests office equipment repairs.
• Orders office supplies from Quill, unless otherwise specified.
• Helps with local marketing and business development/growth by staying active in the community.
• Conducts oversight of all scheduling duties including but not limited to: ensuring accurate visit processing according to Rules and Regulations by closely monitoring daily real-time view, assignment of new clients to scheduling team based on hours, recent intake load & open schedules, maintaining current caregiver roster, oversight of caregiver credentials, conduct final review of weekly payroll reports for caregivers' visits for accuracy and compliance with AR Rules and Regulations.
• Provides all training for scheduling team and ensures scheduling team have tools needed to complete their responsibilities.

Qualifications

• Must have a minimum of 2 years home care experience.