Office Manager

About the role

As the Office Manager, you will provide essential administrative and billing support to our assigned regional office while serving as the Health Connect America (HCA) Ambassador for the region. You will exemplify respectful, helpful, and collaborative customer service, ensuring all administrative functions meet HCA’s quality standards and established timelines. This role involves acting as the first point of contact for clients, visitors, applicants, and employees, managing correspondence, and supporting critical office operations.

Responsibilities

• Provide excellent customer service to clients, visitors, applicants, and employees by communicating information, responding to inquiries, and addressing complaints.
• Serve as the first point of contact, greeting visitors, answering phone lines, and distributing incoming mail and faxes.
• Conduct background checks for new hires and annual registry checks for current employees, ensuring results are uploaded to the Electronic Personnel File (EPF) in Paylocity/HRIS.
• Verify and maintain current driver’s licenses and insurance documentation in employee EPFs.
• Coordinate and onboard new hires, ensuring all required documents are uploaded and correctly titled in the electronic personnel file.
• Maintain compliant Employee Personnel Files in each employee’s EPF.
• Manage billing processes, including verifying insurance, resolving failed activities and claims, and following state billing directives from the Revenue Cycle Manager.
• Provide administrative support to Direct Service Providers (DSPs), including preparing intake packets, providing required forms, and completing client demographic information.
• Prepare invoices, reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software.
• Assist assigned Program Director(s) in payroll processing.
• Perform general office duties, such as ordering supplies, maintaining records, and ensuring the office is organized and presentable.
• Train new hires on documentation and required paperwork processes.
• Coordinate and prepare for meetings and events, including distributing agendas and information packets.
• Manage and monitor clients’ Electronic Health Records in the Carelogic system, ensuring data accuracy, fixing failed activities/claims, and producing reports as requested.
• Assist in conducting client chart audits, including auditing discharged clients’ charts, and provide reports of findings.
• Assist in the monthly Medication Administration Record (MAR) process.
• Conduct client, agency, and Aftercare surveys, as well as ongoing client Quality Assurance checks.
• Train and supervise other administrative clerical staff.

Requirements

• Minimum qualification of a high school diploma; an Associate’s degree in business or administrative support is preferred.
• At least 3 years of relevant experience in an administrative support position within healthcare or a similar setting.

Benefits

• Flexible scheduling and work/life balance support.
• Access to an Employee Assistance Program (EAP) with 8 annual mental health counseling sessions.
• Paid time off and paid holidays for full-time employees.
• Comprehensive benefits package, including medical, dental, and vision insurance.
• Voluntary insurance products.
• Health Savings Account (HSA) with company contribution.
• Dependent Daycare Flexible Spending Account.
• 401(k) Retirement Plan.
• Access to Benefits Hub and Tickets at Work.

Employment is contingent upon passing a comprehensive background investigation. Health Connect America is an Equal Opportunity Employer.