Superb Benefits!

New Vista of the Bluegrass Inc•Georgetown, KY

21h

About The Position

If you are mission driven and want to help the lives of people in your community, we have a place for you on our Team! The Office Manager supports the administrative management of services and programs working with supervisory and support staff, Managers, Directors, and other organizational management to ensure compliance with all relevant policies and procedures. This role fosters collaborative relationships and teamwork within the clinic to ensure the best client experience within New Vista’s on-site, telephonic and virtual clinic spaces as well as supports the overall function of their hub/department. The Office Manager thinks outside the box and finds ways to make the clinic a welcoming environment for clients and staff, ensuring a critical “no wrong door” approach - that any program a client enters can provide a universal gateway to enter any New Vista service. The Office Manager ensures the team engaging with clients is customer service-centric and operates as a connection point to services throughout the organization. The Office Manager is a positive team player that promotes a culture of inclusion and participation.

Requirements

High school degree or equivalent
Three years of relevant experience in the healthcare field
Valid driver’s license, reliable transportation, and proof of auto insurance

Nice To Haves

Associates degree in a business-related field

Responsibilities

Oversee office operations (to include onsite, telephonic, and virtual spaces) to ensure the environment is welcoming and the experience for clients is seamless, with productive workflows and scheduling procedures
Ensure team is working as one team across departments, training office staff to work and schedule in all aspects of the clinic/department and facilitating connections to programs outside the clinic/department
Evaluate spaces from a client perspective, offering suggestions to lower barriers to accessing care and finding ways to embrace the “no wrong door” philosophy
Recruit, supervise and train relevant office/department staff
Ensure medical records are stored and archived appropriately
Check client’s progress, billing, and notes for accurate billing code information transmission to Finance (e.g. reviewing notes in EHR, running Daily Detail Service Report, checking the accuracy of CEFE, state data, etc.) and ensure/monitor timely completion of all notes and documented project activity tickets, as relevant
Conduct safety drills, maintain Infection Control and Safety Inspection logs and submit reports to Facilities Management as required
Ensure that schedules are consistently optimized to their fullest potential
Support the infrastructure of the clinic/department, ensuring day-to-day IT and maintenance needs are addressed and overseeing purchasing/maintenance
Oversee collections and follow up with delinquent client accounts, ensure staff follow billing policies and procedures, monitor insurance compliance, and assist clients in establishing payment plans
Coordinate coverage for relevant staff, assisting with coverage when needed
Function as the Electronic Health Record (EHR) lead for PM-related issues and obtain Avatar Superuser status, providing updates regarding changes and managing all necessary corrections
Run and distribute reports relevant to the clinic/department
Develop, gather, organize and analyze a variety of reports and financial data to assist in managing the program
Conduct site reviews to ensure office policies and procedures compliance; apply results to operational improvements, consulting with the management team in implementing and improving policies and procedures
Review and approve applications for Community Medication Support Program (CMSP), tracking and monitoring financial data for programs, when relevant
Coordinate with the Medication Safety Officer regarding PPD and flu shot clinics and any similar staff events
Monitor credentialing, licensure, and certification requirements for applicable positions
Participate in administrative meetings, identifying process improvement strategies and facilitating training to strengthen operations within the clinic/department
When relevant, manage transportation within the hub, receiving requests, supervising and scheduling Driver(s) as well as ensuring vehicles are maintained (gas card, daily vehicle checks, reports, and overall maintenance)
Communicate with community partners regarding involuntary transportation reimbursement, legal and clinical paperwork, training and/or workflow guidelines for staff and community partners/agencies, as relevant
Understand and communicate the array of services offered within the clinic/department internally and externally to deepen understanding of the clinic/department and larger organization
Create weekly/monthly schedules in conjunction with the relevant manager and/or team lead
Review data and create a system that ensures all clients are served in an equitable and timely manner with high quality of care
Other projects as assigned