Office Manager

Position Description

The Office Manager is responsible for administrative tasks associated with the outpatient mental health programs and will also maintain the front desk and telephone line of the mental health clinic. This position will coordinate information and paperwork to ensure program and insurance eligibility and to assess and assign any fees for services. The Office Manager will also answer and direct phones, create a friendly, welcoming and helpful environment to clients in the waiting area, and assist in preparing all paperwork for client’s scheduled appointment.

Essential Job Functions

The following duties are mandatory requirements of the job:

• Manage client scheduling for providers.
• Manage phone line; reminder calls
• Manage client flow and assist in the processing of clients checking-in to and checking-out of the clinic.
• Obtain insurance information and other necessary documentation to ensure program eligibility, insurance eligibility, and/or sliding fee determination.
• Contact insurance companies as needed to verify billing information, seek authorizations, and ensure all information is obtained for smooth and efficient billing of services.
• Check insurance eligibility and collect copays on an on-going basis to ensure coverage of services
• Billing and processing of claims.
• Follow-up on claims status; redeterminations for denials.
• Enter data into reporting systems in a timely and accurate manner, and provide care coordination for clients including follow-up calls, data collection, and scheduling appointments for services.
• Complete office tasks such as filing, copying, preparing client letters, documents shredding, and mailing.

Other Responsibilities

The following duties are to be performed as assigned by the supervisor:

• Maintain a tidy reception area and ensure clients are welcomed and supported. Maintain program bulletin boards up to date.
• Provide administrative support for staff as needed.
• Assist with special projects and perform other related duties as requested, including client suspension system, credit card reconciliation, and scheduling for senior management.
• Attend program and agency meetings and/or other trainings.
• Additional tasks as assigned by supervisor.

Education and Certification

• High School Diploma or GED Required

Special Skills and Knowledge

In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all of the following:

• Familiarity with health insurance paperwork.
• Proven experience in customer service.
• Proficient in answering the phone while engaged in other clerical tasks.
• Excellent communication and interpersonal skills.
• English/Spanish fluency a plus.