Description:
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Manage daily office workflow, phone systems, emails, and front-office coordination
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Maintain organized records for patients, employees, vehicles, and vendors
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Oversee office supplies, equipment, and facility needs
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Ensure professional communication with hospitals, dialysis centers, case managers, and families
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Assist with onboarding, credential tracking, and personnel files
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Track licenses, certifications (EMT, AEMT, Paramedic), CPR, EVOC/CEVO, and compliance deadlines
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Coordinate background checks, MVRs, drug screens, and annual reviews
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Support scheduling, attendance tracking, PTO requests, and payroll documentation
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Maintain compliance with state EMS regulations, CMS requirements, and company policies
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Track and organize incident reports, accident reports, fatigue forms, and QA documentation
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Assist with audits, inspections, and documentation requests
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Ensure HIPAA compliance in all administrative processes
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Serve as liaison between operations and billing company
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Verify trip documentation completeness (PCS forms, trip sheets, signatures)
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Assist with insurance verification, prior authorization tracking, and denial follow-up
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Track invoices, vendor payments, and basic financial reporting as assigned
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Support dispatch and field operations with documentation, trip confirmations, and facility communication
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Assist with fleet-related administrative tasks (registrations, inspections, insurance files)
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Coordinate internal communications, memos, and policy updates
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Help implement new workflows, SOPs, and process improvements
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Uphold company values and professionalism
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Serve as a trusted point of contact for staff concerns and administrative needs
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Support leadership initiatives related to growth, efficiency, and patient care excellence
Requirements:
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High school diploma or GED (Associate’s or Bachelor’s degree preferred)
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2+ years of office management or administrative leadership experience
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Experience in EMS, healthcare, medical transportation, or medical billing strongly preferred
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Strong knowledge of HIPAA and healthcare documentation standards
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Proficiency in Google Workspace or Microsoft Office (Docs, Sheets, Email)
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Excellent organization, time management, and communication skills
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Prior experience in ambulance or EMS operations
Familiarity with:
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- Trip sheets and PCS forms
- Medicare/Medicaid ambulance requirements
- Dialysis and inter-facility transport workflows
- Experience working with scheduling software, ePCR systems, or billing platforms
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Ability to manage sensitive personnel and patient information professionally
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Attention to detail and accuracy
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Strong problem-solving and follow-through
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Ability to prioritize in a fast-paced EMS environment
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Professional communication with staff, facilities, and leadership
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Discretion, integrity, and reliability
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Primarily office-based with occasional interaction with field staff and fleet
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Ability to sit, stand, and use computers for extended periods
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Occasional after-hours availability for urgent administrative needs
The EMS Office Manager plays a critical role in ensuring:
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Crews are supported and compliant
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Patients and facilities receive professional, timely communication
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Operations run efficiently behind the scenes
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Leadership has accurate, organized information to make decisions
