Office Administrator

The Office Manager is responsible for oversight of the day-to-day administrative operations of OHSI.

Job Details:

Professional: Able to establish positive, professional relationships with clients and co-workers. Answers questions patiently or obtains the information from the appropriate individual.

Scheduling: Implements OMNI policy and workflows to schedule clinical appointments of new and existing clients using the appropriate software. Informs therapists in a timely manner when a schedule change is made. Maintains outpatient staff appointments including reminder calls in collaboration with the therapists.

Communication: Maintains current, required posted information for clients and staff. Implements OMNI policy and workflows for handling internal and external communications for the team. Facilitates client/family compliant/grievance filing. Supports referral source inquiries. Answers all incoming calls and forwards the information in a timely manner.

Billing: Implements OMNI policy and workflows to collect accurate insurance information, conduct compliance audits of documents submitted for billing and enter timely and accurate billing information. Promptly researches any insurance denials for resubmission. Creates invoices and collects co-payments for clinical services in accordance with the client’s insurance.

Office Supplies/Services: Manages petty cash, with receipts for all expenditures to ensure adequate office supplies for all staff in accordance with OMNI workflows. Ensure any cleaning or other chemical has been approved for purchase and has an MSDS sheet in the red Binder. General office duties including copying, faxing, mailing and filing.

Insurance Verification: Processes request for release of client information in accordance with state and federal privacy regulations. Verifies client’s insurance eligibility at intake and prior to each appointment.

HIPAA: Processes request for release of client information in accordance with OMNI and state and federal privacy regulations. Demonstrates respect for and compliance with confidentiality regulations concerning release of verbal, written, and electronic client information. Carefully reviews the Release of information form for accuracy and uses workflow guides for responding to a release in a timely manner. Promptly reports any breaches of protected information. If uncertain of any release, consults the Administrator or Site Manager for assistance.

Documentation: Ensures current filing of clinical documents. Reviews documentation for compliance elements before billing or filing. Is informed of program licensing, funder and accreditation regulations. Adheres to workflow for processing mediation scripts. Performs chart audits to identify deficiencies. Ensures current form inventory for staff as: incident Report forms, Intake Packets, Complaint/Grievance forms.

Incident Reporting: Provides Incident Report forms as requested. Ensures Site Manager review, forwards copy to Colmar Office and maintains originals in orderly file. Works with the site manager to implement any corrective action or safety system updates.

Safety: Acts as on-site Safety Officer. Plans and conducts monthly Health & Safety Inspections and quarterly fire drills. Documents actions. Obtains Site Manager review and signature. Forwards copy to Colmar. Takes immediate action to fix issues if awaiting final corrections. Maintains an ongoing alertness to safety issues and reports them promptly to the Site Manager. Maintains training in crisis management to assist in a site crisis or emergency event.

Policy: Knowledgeable of OMNI policies & workflows that impact their role; knows where to access then. Adheres to OMNI agency policies and procedures.

Teamwork: Maintains good rapport within the site team; helpful and collaborative.

PI/C: Participates in the Performance Improvement/Compliance-Ethics Program through such means as site or program-based performance improvement projects, proactively problem solving and self- development. Makes suggestions for improved site management or safety or for overall OMNI benefit.

Credentials & Education

• Education: Associates Degree
• Experience: At least 1 year full time administrative experience preferred
• Completes 100% of mandatory trainings.
• Documents all unusual incidents for risk management. Follows policies and procedures of the agency.
• Maintains good attendance.
• Maintains confidentiality.

Physical Demands – with or without reasonable accommodation:

• Independent physical mobility, moderate level of physical activity (sitting, walking, standing).

• Normal vision requirements and hearing for interactive, office-based therapy.
• Able to communicate with the client/consumer and co-workers and document services delivered in the English language.

Able to occasionally travel to other Omni locations depending on office needs.

Equal Opportunity Employer/Non-discrimination in Services: OMNI Health Services, Inc. hiring and advancement practices, in accordance with Federal and State Law, prohibit discrimination based on Age, Race, Creed, Color, National Origin/Ancestry, Sexual Orientation, Sex, or Handicap.

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Office Management: 1 year (Preferred)

Work Location: One location