SUMMARY Keeps official records andprovides clinical administrative support to the Clinic Director, the Executive Director or a designee. Supervises clinic administrative operations for the Behavioral Health and Wellness Lowville Clinic and BHWC Watertown. Prepares memorandums outlining and explaining administrative procedures and policies to clinic staff under the direction of the Clinic Director or a designee. Assist in preparing and managing written materials required for the support of clinic operations and programs. Plans and prepares for conferences, meetings, and other gatherings at the clinic site. The Office Manager is responsible for the functions associated directly with the third party biller, including scrubbing of billing and client/insurance company resolution in conjunction with the Sr. Finance Specialist.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Supervises, plans and evaluates the work of the Administrative Assistants and BHWC Lewis Custodian. Delegates appropriate work to support staff;
Provides support to the Medical Director as needed.
Maintains copies of clinic business files;
Accurately prepares and manages written materials;
Reviews and evaluates correspondence and coordinates responses and mailings;
Assists staff with electronic health record software and runs reports as needed for clinicians from the electronic health record;
Support purchasing activities, manages petty cash, and monitors clinic inventory;
Assigns meeting rooms for use;
Work with vendors for phone, computer, and other utility services as directed;
Maintains calendar and coordinates conferences and meetings with staff members for the clinic;
Compiles statistical data for reporting to OMH, LGU, and other agencies.
Administers specialized clinic data bases and coordinates activities to stay in compliance with all information systems;
Presents a professional image. Promotes a positive relationship with staff, consumers, and other agencies. Collaborates with others outside of service area, and deals promptly and effectively with issues
Transfer relevant information for billing to the Finance department;
Works with Administrative Assistants to obtain necessary preauthorizations from insurance companies;
Make bank deposits on behalf of BHWC when required;
Compare clinician schedule to appointments/notes to verify that billing is within regulations to move forward to third party biller, scrubbing.
Contact insurance companies to resolve any outstanding issues or pre-authorizations. Investigates and resolves matters of billing for BHWC in conjunction with the Senior Finance Specialist and Clinic billing specialist
Maintains a high level of confidentiality of all information managed.
Other job related duties as assigned.
Management has the right to add or change the duties of this position at any time.
Directly supervises support staff employees. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
EDUCATION and/or EXPERIENCE
Associate’s degree (A.A.) in Business Administration, or Secretarial Science, or equivalent from a two-year college or technical school and four years of related work experience and/or Training, preferably in human services background. Preference will be given to those with previous clinic managerial experience.