Office Manager

About the role

St. Joseph's Villa is currently recruiting an Office Manager to join our nonresidential behavioral health services. Under the supervision of the Senior Director, this position is responsible for providing high-level administrative and clerical support for nonresidential behavioral health services. Overall responsibility includes establishing systems for organizing and implementing multiple tasks and projects that are related to the daily operational functions of the service. Specific tasks will vary based on the service’s needs. Work is performed collaboratively with and in support of other services offered by St. Joseph's Villa. All work is performed safely, effectively, to the highest ethical standards, and in accordance with St. Joseph’s Villa’s mission, values, and guiding principles.

Responsibilities

• Conduct thorough insurance eligibility and benefits checks for new and returning clients.
• Obtain and track pre-authorizations and continued stay for behavioral health services, ensuring all clinical documentation is submitted to insurance payers in a timely manner.
• Assist the billing department or external billing company by reviewing claims, authorizations, collecting patient copays and deductibles, and troubleshooting claim denials.
• Conduct routine audits of electronic health records (EHR) and physical charts to ensure completeness, accuracy, and compliance with state and federal regulations.
• Maintain highly organized and secure physical and digital filing systems for client records, clinic/clinical policies, and administrative documents.
• Ensure all client charts contain required intake forms, updated consent documents, and necessary provider signatures.
• Oversee the accurate entry of patient data into the Electronic Medical Record and other relevant systems.
• Ensure the clinical spaces, administrative offices, are clean, well-stocked, and presentable.
• Submit and track maintenance requests as needed.
• Monitor and order office supplies, clinical materials, and essentials while maintaining the budget.
• Ensure compliance with federal, state, and local regulations, including HIPAA regulations and always maintain client confidentiality.
• Plan/organize meetings for clinical staff, non-clinical, and administrative staff.
• Use excellent managerial communication skills coupled with customer service expertise to enhance patient satisfaction.
• Take the initiative to identify clinic needs, anticipate administrative challenges, and execute solutions without waiting for direction.
• Capable of evaluating current workflows and building new, streamlined administrative systems (e.g., intake processes, filing structures, billing workflows) from the ground up.
• Highly dependable and capable of managing daily clinic operations and complex projects with minimal oversight, while maintaining a high standard of accuracy.
• Maintain exceptional organization: meticulous attention to detail across all tasks, keeping both digital (EHR) and physical records impeccably organized and easily accessible.
• Continuously assess administrative workflows to develop and implement new systems that improve efficiency and the client/staff experience.
• Take ownership of the program's daily operational flow, working autonomously to resolve administrative bottlenecks with minimal supervision from clinical leadership.

Qualifications

• AA degree in business related field. BS/BA degree preferred.
• One year experience providing mid-level programmatic support.
• One year customer service experience preferred.
• Experience may be substituted for education at the rate of one and one-half years of experience equaling one year of education.
• Proficient with Windows, Outlook, internet research, MS Office including Word, Excel and PowerPoint.
• Experience with proprietary software preferred.
• Valid VA driver’s license with excellent driving record.

Schedule

Schedule: Monday - Friday, 8:30am - 4:30pm

Pay

Salary Range: $46,000 - $51,000 ($22.11 - $24.52/hr)

FLSA: Non-Exempt