Office Manager - Outpatient Services

The Interfaith Medical Center Outpatient Behavioral Health Clinics oversee care for over 1000 patients, including Clinicians such as Psychiatrists, Psychiatry Residents, Psychiatric Nurse Practitioners, Social Workers, Psychologists, and Trainees. The Center for Mental Health, Behavioral Health Program-Adult and Intensive Outpatient Clinics receive grants from SAMHSA and DSRIP.

Responsibilities

• Ensure confidentiality of medical records.
• Ensure patients are interviewed and seen expeditiously.
• Timely processing and verification of Financial and demographic information.
• Provides front desk coverage as needed (registration, scheduling, insurance verification, etc.).
• Acts as a liaison, communicates as needed with Clinicians, Patient Access/Admitting Office, Case management, satellite clinics, medical records, etc.
• Train and evaluate performance of outpatient employee(s).
• Plan schedule for staff to attend in-service training, educational program updates, and mandatory classes.
• Promote professional environment in which positive work relationships are fostered and maintained.
• Maintains confidentiality in compliance with HIPPA rules and regulations.
• Updates and manages payroll for all the CMH Clinicians.
• Ensures sick calls are forwarded to the PBAs so that patients are contacted and rescheduled in a timely manner.
• Ensures there is coverage at the front desk when PBAs call out or call in sick or are on vacation/time off.
• Corrects wrong/incorrect scheduling.
• Corrects errors in scheduling of patients-especially for the MDs and NPs.
• Notifies patients if there is a change in scheduling.
• Notifies clinic staff/administrators of Clinician/PBA emergencies.
• Works with the Clinical team to ensure that Infection control standards are adhered to.
• Ensures that the clinics are clean and that repairs are conducted in a timely manner.
• Prepares the agenda for the CMH staff meeting.
• Prepares the minutes of the CMH staff meeting.
• Ensures charts are prepared for utilization review.
• Attends CMH staff meetings and takes notes.
• Sends reminders to the CMH staff regarding upcoming meetings.
• Coordinates training for all the CMH staff.
• Orders office supplies, replaces them and provides to the staff as needed [chairs, pens, tape, paper, folders, envelopes, staplers].
• Assists with clerical functions-faxing, copying, scanning-which are critical to clinic operations.
• Affords assistance to pediatric patients who need to be supervised when parent is being interviewed by Clinician.
• Coordinates the metrocard distribution for patients.
• Affords assistance to process prior authorizations for medications and procedures ordered by Physicians and Psychiatric Nurse Practitioners.
• Organizes office operations and procedures, such as clerical, bookkeeping, preparation of payroll correspondence, filing, requisition of supplies, and other clerical services.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Performs as receptionist for visitors to the office.
• Answers phone and keeps a record of all calls. Provides general information about services of the department.
• Records and tracks department information and data on computer and organizes department files.
• Prepares reports for Department Head as requested.
• Affords assistance to department head with routine schedule.
• Performs other duties as required.

Qualifications

• Education: High School Diploma or Equivalency required. Associate’s degree preferred.
• Experience: Minimum two (2) years of general office experience.
• Knowledge and Skills: Working knowledge of basic business math, and clerical functions. Excellent written, and verbal communication skills. Organizational skills and ability to prioritize. Ability to multi task.