Office Manager
: Job Details :

Vacancy No VN984 Vacancy Name Office Manager Work Location Starkville Main Office Application Post Date Oct 14, 2024 Location NotesEmployment Type Full Time Work Schedule Monday thru Friday 8:00 am-5:00 pm (with some flexibility as needed) Description Office Manager Job Duties: 1. Greets all visitors, clients, and employees in person or by telephone in a professional and courteous manner. 2. Responds to all inquiries quickly and routes persons or calls correctly. 3. Maintains consumer confidentiality at all times. 4. Maintains a current and up-to-date appointment book for service providers within the facility and sends this schedule to all clinical staff on the Friday before the following week. 5. Performs client financial and administrative intake procedures for new clients opening their case file for services. 6. Collects fees and notifies clients of expectations for payment correctly and professionally. 7. Receives, records, and transmits fees to the accounts receivable department correctly, efficiently, and timely. 8. Facilitates availability of client and visitor information including program offerings, client rights brochures, and opportunities to make suggestions, complaints, or grievances. 9. Maintains appropriate petty cash fund and expenditures per accounting department procedures. 10. Facilitates office communication by coordinating incoming/outgoing mail, fax transmittals, and bulletin board advisories. 11. Maintains the CCS Policy and Procedure Manual to ensure availability to staff at all times. Files and/or replaces all updated policies in a timely manner. 12. Monitors and orders office supplies in a cost efficient manner while ensuring adequate supplies to meet the needs of office staff. 13. Monitors facility for overall safety and cleanliness and reports deficiencies to the County Administrator in a timely manner. Completes monthly safety inspection log and turns in to County Administrator. 14. Initiates and documents quarterly fire safety drills. 15. Maintains adequate first aid kit for emergency procedures. 16. Secures the facility before leaving at the end of the work day. Turns off all lights and locks doors. 17. Demonstrates appropriate interactions with coworkers that promote a pleasant work environment. 18. Ensures pest control services, security services, etc. are completed monthly or as scheduled. 19. Completes additional duties assigned by the County Administrator. Medical Records Job Duties: 1. Maintains a clinical records designated area with adequate supplies of case related forms. 2. Accepts case notes and services logs from designated service providers, reviews for accuracy, submits service logs to data entry, and files case notes in the record in a timely manner. 3. Releases medical record information in compliance with Mississippi Law and agency policy. 4. Maintains a medical record filing system under the direction of the Coordinator of Medical Records: pulls requested records for staff members and returns records to the file in a timely manner. 5. Assigns appropriate numbers to new cases in a timely manner. 6. Obtains signature from Psychiatrists on all hard copy notes and scans into client charts. 7. Is able to access and understand Medicaid, private insurance, and all other commercial insurance websites in order to calculate deductibles, co-pays, and determine cost of services for clients. 8. Tracks invoices and reaches out to third party contractual payers for collection of payments, as well as submission of invoices for services. 9. Receives client account statements and double checks to ensure account balances are correct. Coordinates with billing department to determine if services should be rebilled or written off. Key Responsibilities Requires excellent managerial, organizational, and interpersonal skills. Requires valid driver's license and current auto liability insurance Requires excellent computer/Microsoft office/keyboarding skills Previous multi-function office experience required. Previous records management experience required. Previous experience in working with clients in a healthcare setting and experience in insurance payments/billing required. Minimum Education HS Minimum Requirements High School Diploma or GED; college work in secretarial science preferred Licensure/Certification N/A Applications Close Date