Mountain Care Network, LLC
Job Description:
The Charleston Office Manager is responsible for providing a welcoming, informed and clean environment for all clients and staff that interact with our agency. The role also requires client interaction and will include a number of administrative tasks to be completed daily. Beyond local site management, this position provides additional leadership for other MCN offices, serving as the face of the agency and a facilitator for every aspect of the office environment. Responsibilities encompass overseeing office cleanliness, supervising administrative staff, and ensuring high operational efficiency across multiple sites. The scheduled work hours are as follows: Monday-Friday: 8:30 am to 5:00 pm. Occasionally, the Office Manager may be needed to work past 5:00 p.m. or on the weekends.
Responsibilities:
● Prepare the office for the day and close the office by unlocking/ locking the door and turning on/off lights.
● Greet clients and prospective visitors at their entry to the building. Promptly notify appropriate staff of their visitor’s/client’s arrival.
● Answer all phone calls to the front desk and provide knowledgeable responses in a timely fashion.
● Transfer incoming calls to appropriate staff member’s extension or take a message if needed.
● Answer email correspondence promptly.
● Operate and manage office equipment, such as fax machines and copiers including contact lists, toner refills, etc.
● Effectively operate the EHR system in order to promptly navigate information such as a client’s schedule, contact information, therapist assignments, etc.
● Process copays and other payments from clients for services. Maintain the daily payment spreadsheet to track payments collected. Provide statements to clients when asked for such.
● Provide clients with payment forms so they have an understanding of their payment requirements based on their insurance.
● Complete daily calls/ texts (daily reminder calls/texts, weekly reminder calls/texts) to prospective clients in a timely fashion.
● Assist clients with portal registration and send links for appropriate documentation via our EHR system.
● Help clients fill out documents if needed. When a client is not able to complete documentation on the portal, prepare/collect appropriate documents and upload documents to client profiles in a timely fashion.
● Upload completed intake paperwork in the correct format to the appropriate client file.
● Promptly notify appropriate staff of the completion of paperwork when needed.
● Confirm clients’ demographic information in the EHR system.
● Schedule returning eval/assessment clients for future visits and provide appointment reminder cards.
● Immediately complete reschedule requests from clients seeking to change appointment dates or cancel an intake or other in office visit via phone, text, or in person. Cancel appointments on EHR schedule and complete a contact note to indicate communication that occurred.
● Maintain therapy office door assignments to ensure office visits run smoothly.
● Maintain overall office cleanliness.
● Ensuring the facility operates in accordance with healthcare laws and safety regulations.
● Maintain OFLAC safety policies and procedures, which includes but is not limited to checking fire extinguishers monthly for the office.
● Reach out/ Be the point of contact about maintenance issues in the office.
● Processing incoming and outgoing mail. Distribute mail and faxes to appropriate staff members each day.
● Stocking office supplies in appropriate areas of the office daily including printer paper, pens, toys, art supplies, books, etc. in all offices and common areas.
● Maintain cleanliness and stocked items in bathrooms including soap, toilet paper, paper towels, etc. daily.
● Assist in checking clients’ insurance eligibility.
● Demonstrate independent critical thinking skills to resolve issues that arise throughout the day.
● Be familiar with MCN’s policies and procedures in order to make appropriate decisions without having to reach out to clinical staff directly when they are with clients.
● Demonstrate cultural competency in decision making.
● Maintain organization of the front desk area and waiting room space.
● Help with duties as needed when other staff members are absent.
● Assist other internal departments with event preparation.
● Support human resource processes.
● Complete client quality assurance surveys and assist with personnel and client audits as needed.
● Complete additional duties as assigned.
Requirements:
- Proven work experience in Office Management or Business Administration. (Medical Office Manager or relevant role preferred)
- Associate’s or Bachelor’s Degree in a business related field
- Minimum of 3 years of office management or administrative experience
- Previous experience managing a medical office
- Experience with medical billing, insurance and insurance eligibility
- Proficiency with office technology and Electronic Health Record (EHR) systems.
- Demonstrated excellence in client interactions and conflict resolution.
- Valid driver’s license and reliable transportation
Compensation:
- $18-$22 per hour based on previous experience
- Benefits - Health, Vision, Dental, 401(k), Short-Term Disability, Life Insurance, Cancer Indemnity
- Employee development stipend once conditions are met
- PTO
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Education:
- High school or equivalent (Required)
Work Location: In person
