Office Support

Overview

The Office Manager is responsible for clerical and administrative tasks on a daily and weekly basis. They will serve as the first contact to patients arriving for their appointments and for visitors within the office. They will work in tandem with the Clinical Assistant and Scheduling Assistant to maintain the clinic flow of the providers. Upon training, they will serve as a de facto legal role in all matters regarding long-term care, records requests, diagnosis letters, and administrative requests.

Schedule: M-F, 8am-4:30pm, 4 day week would be considered

• All duties directed for front desk reception such as answering phones and scheduling appointments as needed.
• Greeting patients, ensuring the completion of registration forms.
• Documenting all correspondences in the electronic health record (EHR).
• Coordinate with outside organizations, medical practices, and community partners.
• Maintaining supplies, equipment, and stocking as required.
• Communicating with patients and families regarding office policies.
• Maintains compliance within regulatory agencies such as HIPAA and OSHA as required.
• Provide telephone coverage and daily patient call backs.
• Facilitate the scheduling of future appointments, filing, and clerical needs.
• Draft letters for legal purposes, maintain correspondences on letter statuses.
• Maintain and organize records for tax and insurance purposes.
• Facilitate payments and file statements to vendors and/or appropriate parties.
• Collect and post copays according to protocols.
• Prepare and balance daily financial registers and submit forms to the billing department.
• Secure the building at the close of each working day and lock all entrances.
• Assure the readiness of reception areas for each working day.
• Open the office at the designated time for each working day.

• Have excellent time management and communication skills.
• Have excellent telephone skills and etiquette.
• Provide efficient and professional telephone services.
• Be proficient with Microsoft Office applications and Practice Fusion.
• Have a desire to work with older adults aged 55 years and older.
• Have a desire to work with caregivers and families.
• Be flexible and willing to complete daily tasks.
• Maintain confidentiality of patients and information per HIPAA.
• Adhere to IRB and OSHA guidelines as indicated and required.