Area Office Manager

POSITION SUMMARY

The Area Office Manager ensures Front Office operations for two or more therapy locations are functioning accurately and timely. Manages non-clinical personnel ensuring compliance with facility and payor policies and regulations. Maintains medical records following facility and legal guidelines. Performs and/or coordinates front office activities and assists with payroll and personnel related tasks at each location.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Supervision of or responsible for completing office functions including reception, verification, authorization, admissions, scheduling, over the counter collections, office supplies, bank deposits, deposit summary, medical records management, accounts payable and other duties as assigned.
• Responsible for staff adherence to all Policies and Procedures.
• Trains and monitors clinic Front Office Staff to ensure the following items are completed:
• Referral to Evaluation Conversion
• Insurance Verifications
• Insurance Authorizations
• Patient Scheduling
• Patient Admissions
• Patient Collections
• Patient Balances
• Prescription and Plan of Care tracking
• Processing of Medical Records
• All other office related tasks as assigned
• Participates in meetings with Facility Ownership and Regional Vice President to review benchmarks and office performance and assure coordination of efforts with clinicians and RBCS.
• In coordination with Regional Vice President, recruit, source, hire, retain, coach, mentor, and assist in the termination process of Front Office Staff.
• Hold monthly (or as needed) staff meetings with Front Office Staff.
• Conducts periodic performance reviews on Front OfficeStaff.
• Review of quarterly bonus information for Front Office Staff.
• Monitors workload and personnel needs of Front Office schedules. 
• Provides Front Office coverage as needed (i.e. vacation, leave, or other staffing shortage).
• Trains, audits, develops, and motivates Front Office Staff at two or more locations.
• Ensures accuracy and completion of all necessary Front Office related weekly, monthly, annual reporting as requested.
• Responsible for daily cash management procedures. Accounts for all cash received in accordance with policy.
• Maintains good working knowledge of insurance payors reimbursement requirements and updates Front Office Staff and clinical personnel on an as needed basis.
• Maintains and manages inventory of forms and office and clinical supplies ensuring consistency and cost effectiveness.
• In coordination with RBCS and appropriate Front Office Staff, resolves problems with billings, collections, and medical records.
• Reviews all facility specific office procedures and recommends adjustments to Facility Manager on an as needed basis.
• Assists in monitoring each clinic’s cash collection processes
• Assists Facility Managers in staffing plans and Business Office-related expense items to be included in the annual budget.
• Assists Regional Vice President and Facility Managers in set-up of new or moved clinics.
• Assumes any other responsibilities that may be assigned from Facility Managers on an as needed basis.
• Ensures with each opportunity that all customers are dealt with in a professional and courteous manner by the Front Office Staff.
• Assists with timecards/payroll for non-clinical staff
• In coordination with Facility Managers handles PTO (approval/rejection), as well as any leave-related absence for non-clinical staff.
• Other duties as assigned.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Four years of college or equivalent with emphasis on Business Administration preferred.
• Minimum of 5 years healthcare experience preferred.
• Computer experience required in windows, spreadsheets, and word processing
• Ability to sit for long periods and to perform desk and office activities.
• Ability to travel intermittently between clinic locations.