Office Manager

Office ManagerLocation/Program: Outpatient Clinic - Hyannis, MA Education/Licensure: High School diploma or equivalent (GED); bachelor's degree or relevant certification (ex: CAP, PMP) is a plus Salary: $29-$34/hr (Education & experience dependent) Status: Full Time, 40hrs/week Schedule: M-F 8am-8pm, Saturday 8am-12pmHigh Point & Affiliated Organizations is a health and human service agency whose mission is to treat and prevent substance use disorders and mental illness. High Point has programs located throughout Southeastern Massachusetts offering a full continuum of care for substance use and mental health treatment, including inpatient, outpatient, residential, and community-based services. Programs and services also assist survivors of abuse, violence, and families experiencing homelessness.

High Point believes that everyone has inherent goodness, worth, and dignity. Our goal is to help individuals and families achieve personal change and improve their quality of life.Office Manager RequirementsMust always present as courteous and professionalMust have excellent verbal and written communication skills, including the ability to organize ideas in logical and clear fashionMust have the ability to work with others in a cooperative and collaborative mannerAn understanding of the relationship between substance use and mental health issues and/or self-help programsAn understanding of boundaries and ethicsComply with Federal Regulations, 42 CFR Part 2, Substance Abuse Confidentiality Regulations and HIPAA RegulationsDemonstrates ability to work with the alcoholic/ chemical dependent population as well as the mental health populationMust have the ability to facilitate educational training programs for the staffParticipates in the development and annual review of medical policies and proceduresExcellent analytical and problem-solving skillsComputer literacy and knowledge of electronic health recordGood leadership, motivation, training and goal-setting skillsOrganization, multi-tasking, and time management skillsOffice Manager Duties and ResponsibilitiesAssist in the enhancement of professional growth through staff meetings, case conferences, and in-service trainingsResponsible for continued education in the field of substance abuse, mental health and related coursesRepresent organization in a professional, courteous, non-biased and motivational wayAct as resource to management/staff regarding department proceduresAct as liaison / provide assistance to all management / program staff;Creates and maintains various documents, databases, forms, and manual filing systems as directedPrepare necessary billing reports and makes changes according to policy and procedures;Demonstrates behaviors that recognize the rights of patients as defined by the patient rightsAssist in distribution of all internal and external communications, replying to email, telephone or face to face inquiries timely.Monitoring identified billing related reports, note correction workflows, deposit logs, aging reports.Effective communication with Site/Program Director of office progress and working with them to improve office operations and proceduresScheduling of front Office Staff;Schedule meetings (staff meetings, adhoc meetings, etc.) as directed, and communicate with management team / staff when a meeting is scheduledCoordinate with the management team to create and review agendas for all program specific meetingsAttends, takes, maintains and distributes meeting minutes/reports in order to communicate outcomes of meeting to other lead management staff/program support staff promoting better continuous communication within the program;Attempt to resolve administrative concerns that may interfere with the day-to-day operation of program;Serve as a central contact for ordering and maintaining inventory of approved office supplies and equipment; **maintain par levels of necessary productsCover front end staff during vacations, call outs, staff shortages as well as emergency coverage when needed during posted hours of operationResponsible for timely submission of all administrative tasks and completing assigned tasks in a timely, confidential, and accurate mannerProvides oversite to designated operational staff (front desk, security, drivers, etc.) including recruitment, scheduling, supervision, performance evaluation, key performance indicators, and ensuring adherence to policies and procedures as well as day to day operations.Delegates task to receptionist, administrative assistant, CIS/security and driversReporting office progress to senior management and receptive to feedback to improve office operations and proceduresCoordinating repairs to office equipment, building, IT requests and maintenance issues (ie. Worxhub, HPAO Ticket System, etc.)Review Key Performance Indicator (KPI) for specification of job requirement.Will assist program management with Recruiting Gateway, Onboarding Gateway and tasks as needed;Ensuring Patient Resource Area and other pertinent patient / staff documentation / notifications are up to date according to policy.An understanding of working with youth and families;An understanding of mental health and SUD;Assist in processing admissions and discharges;Process referrals and assign to staff as necessary;Verification of insurance, including entering information and authorization into EHR;Have thorough knowledge of 51A filing of child abuse and neglect in accordance with company policy;Ensure the waiting room is neat and clean, completing daily toy cleaning log (Youth Clinics only);Ensuring Patient Resource Area and other pertinent patient / staff documentation / notifications are up to date according to policy (Youth Clinics only);All above mentioned Outpatient Services duties and responsibilities.Other duties as assigned by supervisor.Office Manager QualificationsKnowledgeable in the field of substance use disorders and psychiatric illnessOffice Management experienceFamiliarity with HR processes, IT coordination, and facility managementHigh School diploma or equivalent (GED); bachelor's degree or relevant certification (ex: CAP, PMP) is a plusBenefitsMedical InsuranceDental InsuranceVision InsuranceLong & short-term disabilityDiscounted auto/home and renters' insurance403b - RetirementFSA & DSAPMLAEmployee Assistance ProgramBonuses & ReferralEligibility for free classes to become a Licensed Counselor or Recovery CoachEducation days to use towards CEU'sFree meals at select programs and when availableUnmatched Leave Time (FT employees can earn up to 3 weeks in first year)Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws.

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