OFFICE SERVICES MANAGER jobs in Youngstown, OH

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COMPASS Mission: Help Individuals and Families build better lives and a stronger community

Office Manager –Youngstown & Warren, OH

Shift: Monday – Friday, 40 hours per week

Overview:

Must be committed to COMPASS’ Core Values of treating everyone with dignity and respect; being ethical, honest, and having integrity; being team-oriented with a commitment to excellence; being engaged, supportive, and resilient; and being accountable and responsible to persons served, COMPASS and Community. The major duties of this position involve connecting quickly with people in a poised, convincing, and enthusiastic way. This position will entail working at an extremely fast pace and will require working cooperatively with and through people in order to complete tasks and will be integral in motivating others. The position requires team or collaborative work within the organization and will be integral in bringing out the best in others.

This position will require a strong sense of urgency, initiative, and drive to get things done correctly, with emphasis on working with and through people in the process. Understanding people well and using that understanding effectively in motivating and persuading others to act, will be an important aspect of the position.

It is important in this position for goals to be set and reached, and for tasks to be completed in a timely manner. Decisions will many times have to be made under pressure and will generally need the ideas and advice of others.

Details will need to be handled quickly and accurately. Many tasks in this position may entail selling or persuading others, and/or may entail training others in some capacity. This position will involve controlling all aspects of the team’s tasks, from initiation through to completion.

Responsibilities:

• Responsible for customer service and training of staff to achieve the highest level of customer satisfaction.
• Responsible for data tracking elements of customer flow through the intake process, including but not limited to missed calls and calls going to voicemail
• Responsible for over-sight and direction of all front office, intake and administrative support functions for all outpatient (Marmion and High St.) facilities.
• Manages patient satisfaction and conflict resolution.
• Oversees requests for medical documents, insurance inquiries, prior authorizations and responding to PHI requests within agency standards
• Responsible for front office operations that ensure client health insurances are verified and accurate.
• Maintains and coordinates needed office equipment repairs
• Coordinates facility maintenance tickets
• Orders office supplies for both outpatient facilities and ensures that the physical esthetics and integrity of each of the outpatient offices is maintained in cooperation with facilities program directors.
• Maintains and manages the standard operating practices and procedures of the following outpatient Facilities positions: Directory Assistance Operator, Intake Specialists, Front Desk and Administrative Support Staff.
• Provides back up services as needed for all front office operations and functions.
• Plays a key role in effectively managing client crisis intervention services and procedures to ensure the health and safety of clients, staff, and visitors.
• Manages all processes and procedures performed by the front office staff to ensure that client electronic medical records are maintained with accuracy, integrity and in a confidential manner that meets compliance and accreditation standards.
• Assist with the generation of agency reports based upon data from the Electronic Records System.
• Responsible for supervision of all front office staff including recruitment, hiring, training, coaching, performance reviews and recommended disciplinary actions.
• Develops and manages front office staff, medical assistant, and nurse practitioner work schedules.
• Manages, monitors, and approves front office staff, medical assistant, and nurse practitioner time and attendance and leave request workflow processes via ADP.
• Maintains, supports, and coaches front office staff that ensure they are providing consistent high quality, person and family centered client care services and conducts routine chart audits for front desk staff to ensure accuracy of insurance billings.

Qualifications:

• BS/BA is preferred.
• 3 years’ experience working in a medical/mental health/wellness office environment is required.
• 2 years’ experience in supervision of front office operations/staff is required.
• Strong computer literacy: generating cover sheets, drafting professional letters, creating spreadsheets, using Microsoft Word and Excel; Electronic Medical Records.

Benefits:

• 401(k) with employer match
• Health insurance, Dental Insurance, Vision Insurance
• Disability insurance, Life insurance
• Health savings account
• Paid time off
• Referral program
• Retirement plan

Miscellaneous requirements: Criminal background check; Pre-employment drug screen; Clear driving record; TB test and First Aid/CPR. Strong social, communication, and written skills. Strong organizational skills and abilities. Ability to multi-task, while maintaining accuracy and organization integrity. Must have the ability to develop rapport and be perceived by staff and clients as approachable. Ability to collaborate with staff, service providers and administrators. Team oriented with patience and compassion for those served. Strong computer literacy: generating cover sheets, drafting professional letters, creating spreadsheets, using Microsoft Word and Excel
Exempt: Not eligible for overtime

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