Administrative Manager

Job Title: Administrative Manager

Status: Exempt

Supervisory: Patient Care Coordinator, Scheduling Coordinator

Summary

The Administrative Manager is responsible for leading the daily administrative operations of Lowcountry Therapy Group. This position oversees scheduling, patient care coordination, billing support, insurance verification, provider credentialing, and administrative workflows while supervising the Patient Care Coordinators and Scheduling Coordinators. The Administrative Manager partners with leadership to improve operational efficiency, ensure exceptional customer service, support financial performance, and maintain compliance with company policies and healthcare regulations.

Essential Functions

• Review therapist schedules for accuracy, including appointments, procedure codes, and visit types.
• Monitor scheduling changes and assist with appointment management to maximize productivity.
• Respond to patient and family inquiries regarding scheduling, services, and general office information.
• Manage incoming communications and direct requests to the appropriate team members.
• Maintain scheduling reports, spreadsheets, and operational documentation. 
• Process patient payments and maintain accurate financial records.
• Coordinate with the billing company to resolve insurance questions, denials, payment discrepancies, and outstanding balances.
• Coordinate with the authorization/VOB company to resolve authorization/VOB questions, supply necessary documentation.
• Support BabyNet billing and eligibility requirements.
• Process deposits, maintain payment documentation, and communicate financial information as needed.
• Coordinate provider credentialing and enrollment with insurance carriers and government programs.
• Maintain CAQH profiles and monitor provider licenses, certifications, liability insurance, and credential renewals.
• Maintain accurate credentialing records and ensure ongoing compliance with payer requirements.
• Prepare productivity, documentation, and operational reports for leadership.
• Maintain tracking spreadsheets and assist with operational reporting and process improvements.
• Serve as a resource for therapists, families, and administrative staff by addressing questions and resolving administrative issues.
• Maintain HIPAA compliance and confidentiality of all patient and employee information.
• Perform other administrative duties as assigned.

Supervisory Responsibilities

• Directly supervises the Patient Care Coordinators and Scheduling Coordinators.
• Trains, coaches, and develops administrative team members.
• Conducts performance evaluations and provides ongoing coaching and performance feedback.

Physical Demands

• Ability to work in an office environment for extended periods.
• Frequent sitting, computer work, and telephone communication.
• Ability to occasionally lift up to 20 pounds.

Travel

• Occasional local travel between clinic locations as needed.

Required Education and Experience

• Associate's degree in Business Administration, Healthcare Administration, or a related field preferred; equivalent experience considered.
• Minimum of three years of administrative experience in a healthcare or medical office.
• Experience with medical billing, insurance verification, credentialing, and electronic medical records preferred.

Required Skills/Abilities 

• Knowledge of healthcare administrative, billing, and insurance processes.
• Strong organizational skills with exceptional attention to detail.
• Excellent communication and customer service skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Proficiency with Microsoft Office, Google Workspace, electronic medical records, and practice management software.
• Strong problem-solving skills and ability to maintain confidentiality.
• Ability to work independently and collaboratively in a fast-paced healthcare environment.

EEO Statement

Lowcountry Therapy Group is an Equal Opportunity Employer and does not discriminate on the basis of color, religion, national origin, age, genetics, disability, pregnancy, veteran status, or other legally protected status in employment opportunities and benefits.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.