Office Manager - Full Time

Description : Office Manager - Full Time. Company : Seafield Center, Inc. Location : Amityville, NY

MAIN FUNCTION:
  • The Office Manager is responsible to ensure all the following duties are completed, and in compliance with all Seafield P&P, either directly or by training and delegation to Office Assistant(s) or another Seafield employee under their supervision.
  • To assist the Executive Director of Outpatient with daily operational needs of the facility.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Supervise and instruct Office Assistants and other clerical/support staff.
  • Review, complete and keep track of daily statistics.
  • Review Fiscal emails and computer reports related to self-pay/copay balances and update and maintain office tracking procedure of self-pay balances. Notify Fiscal of changes via email.
  • Collect payments and review balances with clients.
  • Review Fiscal-generated reports, compare and update to the Self-Pay/Co-Pay Book and notify Fiscal in writing of any changes.
  • Medicaid
  • Enter new clients into Medicaid Log.
  • Review active Medicaid log to ensure the Medicaid numbers are run on a weekly basis; the first and last day of each month.
  • Research Medicaid Pending clients; generate backdate letters to Medicaid when necessary.
  • Distribute and compile information needed for Medicaid Audits.
  • Compile and type data for Admission/Discharge/Continued Stay Utilization Review on a monthly basis.
  • Track Census.
  • Create, schedule and update groups as needed.
  • Generate new staff schedules in EMR scheduling calendar.
  • Schedule clients for transportation pick-ups.
  • Compile and type monthly statistics.
  • Notify Fiscal of any and all changes with a client's insurance via email.
  • Review and compile information for quarterly Quality Improvement report.
  • Review and enter assignment slips into EMR to maintain group sheets.
  • Review and compile information for Year End report.
  • Generate all time off requests through the ADP Employee Portal and have supervisor approval.
  • Payroll
  • Compile data for payroll.
  • Prepare new personnel files.
  • Maintain personnel files, as needed.
  • Log on to the ADP Employee Portal daily to check for employee time off requests.
  • Print ADP Employee Time Off report at the end of the payroll period and check accuracy before submitting report with payroll
  • Process and complete Medical Records Requests.
  • Complete Fiscal Requests.
  • Keep Staff Growth & Development Calendars.
  • Type monthly staff meeting minutes.
  • Train office staff personnel.
  • Oversee upkeep of assessment appointments in EMR.
  • Complete telephone intakes, schedule appointments and request or complete insurance verifications.
  • Submit petty cash receipts on a monthly basis.
  • Review and make deposits to bank.
  • Deposits are to be made daily. Cash is not to be held in the facility beyond a day.
  • Deposits must be scanned to accounting daily/weekly.
  • Original deposits are to be sent via inter-office mail to Fiscal weekly.
  • Order forms, office supplies, lab supplies and coffee supplies.
  • Initiate and track PRF's.
  • Input, update and track OASAS Admission and Discharge Forms on a monthly basis.
  • Type Performance Improvement summaries and graphs on a monthly basis.
  • Type letters/memos for staff and Executive Director.
  • Retrieve voice mail messages.
  • Sort and distribute mail.
  • Filing.
  • Maintain Administrative Manuals.
  • Generate Incident Reports.
  • Assist Executive Director with daily requests.
  • Perform all other duties as assigned.
COMPETENCY REQUIREMENTS:
  • Written Communication Skills
  • Verbal Communication Skills
  • EMR Documentation
  • Proficient in computer usage including EMR System, Microsoft Outlook and other information systems.
  • Functional Knowledge
  • Prioritizing Workload
  • Level of Independence
  • Administrative Processing
  • Research & Analysis
EDUCATION & QUALIFICATIONS:
Minimum of five (5) years Medical Office experience. Business School Graduate or Associates Degree in Business related field. Self Starter and detail oriented. Must be proficient in both written and verbal communication skills. Must be able to handle multiple priorities, computer literate and have experience with Electronic Medical Records systems.

PHYSICAL DEMANDS:
The physical demands described here are representative of those functions that must be met by an employee to successfully perform the essential functions of this job.

  • While performing this job, the employee is required to talk and hear. Specific vision abilities required by this position include close vision, distance vision and the ability to adjust focus
  • The employee is occasionally required to stand; walk; sit; reach with hands and arms. The position requires the ability to occasionally lift and/or move office products and supplies up to 25 pounds.
  • The employee must have the ability to use a computer keyboard, mouse, calculator, copier, fax machine, scanner and telephone.