Office Manager

About the role

Health Connect America and its family of brands are leading providers of mental and behavioral health services for children, families, and adults across a multi-state footprint. As a COA-accredited organization, we adhere to nationally recognized standards of quality, accountability, and best practice in every aspect of care delivered. Our mission is to keep families together and transform lives through evidence-informed care, delivered by clinically trained staff in homes, communities, and offices. Our core values include client-centered care, empowerment of our people, evidence-informed excellence, a purpose-driven culture, and bold, adaptive leadership.

Responsibilities

• Provide administrative and billing support to the assigned regional office.
• Serve as the HCA Ambassador for the region, exemplifying respectful, helpful, cooperative, and collaborative administrative customer service.
• Ensure all administrative support functions for the region are completed according to established timelines and meet HCA quality standards.
• Deliver excellent customer service to clients, visitors, applicants, and employees by communicating information, responding to inquiries, explaining procedures, and addressing complaints.
• Act as the first point of contact for 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 and ensure results are uploaded into employees’ Electronic Personnel Files (EPF) in Paylocity/HRIS.
• Conduct annual registry background checks on all current employees and ensure results are uploaded into each employee’s EPF.
• Ensure employees have current driver’s licenses and insurance verification uploaded in EPF.
• Coordinate and onboard all new hires, ensuring all required documents are uploaded in the Onboarding event and correctly titled in the electronic personnel file.
• Maintain compliant Employee Personnel Files in each employee’s EPF.
• Manage all billing processes handled at the office level, including verifying insurance, managing and fixing failed activities and claims, and following state billing directives from the Revenue Cycle Manager.
• Provide administrative support to Direct Service Providers (DSP), including preparing intake packets, providing required forms, and completing client demographic-standard information on client forms.
• 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 keeping the office presentable and organized.
• Assist in training new hires on documentation and required paperwork processes.
• Assist in coordinating and preparing for meetings and events, including preparing and distributing agendas and information packets.
• Manage and monitor clients’ Electronic Health Records in the company’s Carelogic system efficiently, including entering data, producing reports, fixing failed activities and claims, ensuring correct demographic information and rates, and assisting in client chart audits.
• Audit all discharged clients’ charts and provide reports of findings.
• Assist in the monthly MAR process.
• Conduct client, agency, and Aftercare surveys, and perform 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.
• 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.
• A minimum of 3 years of relevant experience in an administrative support position within healthcare or similar settings.

Benefits

• Flexibility in scheduling.
• Access to the Employee Assistance Program (EAP) with 8 mental health counseling sessions annually.
• Paid time off and paid holidays for full-time employees.
• A comprehensive benefits package including medical, dental, vision, and other voluntary insurance products.
• 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.