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| Job Category : | Management |
| Company Name: | Cultivate Behavioral Health & Education |
| Position Name: | Office Manager |
| Location : | 7100 College Blvd, Overland Park, KS 66210 |
| Job Description : | Job SummaryThe Office Manager organizes and coordinates office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.Duties and ResponsibilitiesCoordinate the day-to-day operations of the clinic, center, or officeProvide excellent customer service and encourage excellent service from all levels of staffConduct follow up calls and parent coordination as required. Refer caller to appropriate personnel as required.Demonstrate the ability to answer routine requests for information or assistance.Maintain Microsoft Calendar and make appointments via practice management software and Outlook for Clinical Supervisors, Director, and self. Remind staff of upcoming meetings.Control incoming and outgoing administrative, policy, methodology, and test documentation.Maintain the share drive, SharePoint, and monitor deliverables/time sensitive actions to ensure actions are completed on time.Follow up on pending actions and keep supervisor informed.Secure and provide supervisor with weekly clinical data regarding clinical attendance, caseload management, credentialing, clients out, staffing hours, and any other information pertinent to maintain clinical workflow.Gather necessary data and technical material from Daily Availability Spreadsheet in addition to practice management billing reporting system.Maintain the initiatives; select, comply, and prepare in final form, with the ability to prioritize data based on subject matter to generate outline for supervisor.Be responsible for center schedule management. Complete daily schedule for all patients, families, and therapists.Ensure coding compliance is managed effectively prior to the start of each day and update Daily Availability to correlate with schedule.Be responsible for management of reoccurring appointments, client schedule management, schedule changes, and trimester scheduling.Compile and reconcile daily schedule in addition to billing & coding for each patient/client and therapist.Conduct daily reviews of billing conversions, proper code checks, and billing audit and collaborate with the billing department on the status of billing and conversions.Be responsible for the dissemination of information to appropriate personnel.Take notes and assist in preparing weekly staff meeting agenda for appropriate action or information.Prepare letters, memorandums, work orders, bulletins, and other miscellaneous material for distribution to staff and or clients.Develop, implement, and maintain office policies and procedures.Participate in the talent acquisition, hiring, and training of team members to ensure that staffing is appropriate for day-to-day operations, as needed.Provide coaching, mentoring and progress and performance feedback to staff, as needed.Manage all electronic filing and organizational systems.In conjunction with HR and Compliance and Risk, assist to ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulationsAssist with onboarding of new hires, when necessaryCoordinate internal and staff meetings for administrative and clinical staffCoordinate logistics for external meetings and conferencesContribute to and collaborate on special projects, as neededUnderstand and adhere to HIPAA policiesAdhere to Cultivate policies and proceduresPerform other duties as assignedQualificationsBachelor’s degree in business administration, or a related fieldMinimum of 5 to 7 years in an office management role, preferably a medical officeTwo to three years of progressive supervisory or management experienceKnowledge, Skills and Abilities:Process driven and detail-orientedExcellent organizational and time management skills including the ability to effectively multi-task and prioritize appropriately to deliver timely resultsHighly motivated and energetic during work hoursCommunication skills, both oral and written, that are clear, confident, exhibit leadership, professionalism, empathy, and inspire confidenceSkilled in public speaking, making presentations, and possess a willingness to present to both internal and external audiencesAbility to work independently in order to deliver timely results, when required, as well as to contribute and collaborate with other team members in a manner that is positive and leads to successful outcomesAbility to empathize and communicate professionally with guardians, families, patients, and team membersAbility to evaluate the potential business and financial impact on desired outcomes during decision making processesAbility to successfully complete a background and drug screenJob Type: Full-timePay: $44,000.00 – $51,000.00 per yearBenefits:401(k)401(k) matchingDental insuranceHealth insurancePaid time offVision insuranceSchedule:8 hour shiftMonday to FridayEducation:Bachelor’s (Required)Experience:Microsoft Office: 1 year (Preferred)Administrative experience: 1 year (Preferred)Work Location: One location |
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