Office Manager - LFCA

The office manager will be an integral part of our clinically-based program which provides therapy services to children and adults with Autism and IDD as well as their families. The office manager is responsible for all insurance and billing operations. As the office manager, you will be providing assistance and coordination regarding clinical operations such as training, professional development, and workshop materials. You will also be responsible for handling insurance and billing operations as well as coordinating with clinic staff. 

WAGE TRANSPARENCY NOTIFICATION

Little Friends, Inc. is committed to providing salary and benefits information for all open positions. Please note that all disclosed compensation rates for this role will be determined based on required qualifications, experience, education, skill, training, certifications, and seniority. Little Friends, Inc. also has the right to offer candidates appropriate compensation rates, determined by the employer, commensurate with the applicant’s qualifications, experience, education, skill, training, certifications, or seniority

Schedule: Monday - Friday 8:00 am-4:00 pm with some flexibility required

Rate: $45,000 - $55,000/year

Benefits:

• Health, Vision, and Dental Insurance
• Life Insurance
• 401K
• Vacation Paid
• Sick Time
• Paid Leave Time
• Excellent EAP (Employee Assistance Program)

Essential Functions:

• Greet parents and children in a kind and friendly manner. Collect co-pays, cash, and any client balances. Make sure clients get to the correct therapist. Answer parents' billing questions.
• Answer phones in a courteous way directing the caller to the correct person. Handle all calls related to insurance and billing.
• Provide insurance and billing operations including submitting daily code encounter forms to billing, collecting payment, and notifying appropriate staff of money received. Work with billing, Clinical Director, and CFO on aging to determine who needs to be sent to collections.
• Daily: check previous day's schedule to make sure therapists filled out billing paperwork correctly for every client. Recheck that correct codes and supervisor is on the code encounter form.
• Collect insurance information from clients and send to billing for verification. Once approved send to appropriate staff for scheduling or assist necessary staff with scheduling the client. If pre-authorization is required follow up with appropriate steps to get preauthorization approved. 
• Work with therapists to assist them with what paperwork as necessary when there are denials or pending claims.
• Work with the Clinical Director and the advancement team to schedule In-House Training, maintain attendance records, print out all handouts, certificates, and keep sponsoring CEU licenses up to date. Apply for early intervention CEUs for each training.
• Maintain client files to be HIPPA compliant.
• Maintain staff files and work with staff to make sure credentialing and licenses are up to date.
• Obtain necessary doctor's scripts for therapy and maintain a spreadsheet to remind therapists when evaluations or progress summaries are due to physicians. Keep a spreadsheet for therapists with when authorizations are due as necessary.
• Meet regularly with the Clinical Director and attend regular staff meetings.
• Assist the Clinical Director with the clinic schedule, scheduling training, conference calls, consultations, and completing contracts.
• Schedule regular phone calls with billing to make sure things are running smoothly. Update CFO as needed.
• Train and support staff on our paperless system.
• Maintain policy and procedure manual.
• Assist with Orientation to new therapists, including credentialing therapists with various payers accepted by Little Friends.
• Complete metrics monthly and provide them to necessary parties as requested.
• Provide supervision, guidance, and mentorship to assigned staff, as appropriate, including completing annual evaluations.
• Work closely with the agency family care team to keep track of referrals and build program capacity. This includes but is not limited to enrolling clients in FamCare, following up with clients needing services, sending information to the appropriate therapists etc.  

Other Duties:

• Act in a professional manner that reflects positivity on oneself and Little Friends.
• Is aware of and follows the policies and procedures of Little Friends Inc.
• Other duties assigned by the Clinical Director