Office Manager

About the role

The primary responsibility of the Office Manager is to provide administrative, including billing support, to the assigned regional office. The Office Manager serves as the HCA Ambassador for the region, exemplifying respectful, helpful, cooperative, and collaborative administrative customer service.

Responsibilities

• Ensure all administrative support functions for the region are completed according to established timelines and meet HCA quality standards of performance.
• Provide excellent customer services to clients, visitors, applicants, and employees by communicating information, responding to inquiries, explaining information, fielding any complaints.
• May serve as the first point of contact in greeting clients, visitors, applicants, and employees and answering regional phone lines.
• Open, sort, and distribute incoming correspondence, including faxes, and mail.
• Conduct background checks for new hires; ensure background check results are uploaded in Employees’ EPF (Electronic Personnel File.) in PL (Paylocity/HRIS system).
• Conduct annual registry background checks on all current employees. Ensure results are uploaded in each employee’s EPF in PL.
• Maintain compliant Employee Personnel Files in each employee’s EPF in PL.
• Manage all billing processes that are handled at the office level, including verifying insurance, managing and fixing failed activities and failed claims throughout the month.
• Follow state billing directives from the Revenue Cycle Manager.
• Provide administrative support to Direct Service Providers (DSP) which will include ensuring Intake packets are prepared and available; providing folder files of required forms that need completion and/or client signatures to DSP as necessary; and completing client demographic-standard information on client forms for DSPs.
• Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Provide assistance to assigned Program Director(s) in payroll processing.
• Perform general office duties such as ordering supplies, maintaining records management systems, and maintaining the office in a presentable and organized manner.
• Aid in training new hires on documentation and required paperwork processes.
• Aid in the coordination of and in all aspects of preparing for meetings and events, including preparing and distributing meeting agendas along with preparing and distribution other information packets as assigned.
• Manage and assist in monitoring clients’ Electronic Health Records in company’s Carelogic system efficiently.
• Enter data and produce reports are requested. Specifically, fix or have direct service providers fix failed activities and failed claims, enter all demographic information correctly, ensure rates are correct, etc.
• Audit all discharged clients’ charts and provide report of findings.
• Audit all discharged clients’ charts and provide report of findings.
• Assist and participate in conducting client chart audits and provide reports of findings.
• Audit all discharged clients’ charts and provide report of findings.
• Assist in the monthly MAR process.
• Conduct client, agency, and Aftercare surveys; and ongoing client Quality Assurance checks as assigned.
• Train and supervise other administrative clerical staff.

Requirements

• A minimum qualification of a high school diploma is required, with a strong preference for candidates who possess further education in business or administrative fields.
• An Associate’s degree in business or administrative support is preferred, along with a minimum of 3 years of relevant experience in an administrative support position within healthcare or similar settings.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Ability to manage multiple tasks and prioritize effectively.
• Experience with electronic health record systems.
• Knowledge of HIPAA regulations and confidentiality practices.

Skills

• Administrative support experience in healthcare or similar settings.
• Customer service skills.
• Basic knowledge of healthcare billing and coding.
• Background in human resources or related field.

Benefits

We recognize the importance of self-care and work/life balance. We offer flexibility in scheduling and provide all employees access to our Employee Assistance Program (EAP), which includes 8 mental health counseling sessions annually. Full-time HCA employees enjoy paid time off, paid holidays, and a comprehensive benefits package that includes medical, dental, vision, and other voluntary insurance products. Additional benefits include Access to a Health Navigator Health Savings Account with company contribution Dependent Daycare Flexible Spending Account 401(k) Retirement Plan Benefits Hub Tickets at Work Join a team where your contributions truly make a difference in the lives of others. Apply now to be part of our dynamic and supportive community at Health Connect America!