JOB DESCRIPTION

Office Manager

GENERAL PURPOSE:

The Office Manager assumes the responsibility of coordination of office functions in accordance with state, federal, and local regulations.

ESSENTIAL FUNCTIONS:

• Responsible for managing all office functions and processes including clerical, personnel, medical records and office machines.

• Assists in the billing process and financial functions as needed.

• Oversees Agency communications including pagers, telephones, mail, and tracking of physician orders.

• Promotes compliance with all state and federal regulations.

• Uses effective interpersonal relations and communication skills.

• Stays current with changes in hospice regulations.

• Promotes Agency philosophy and mission by presenting a positive image to customers.

• Ensures patient assessment visits including all Homecare Homebased visits are scheduled and performed timely.

• Prepares weekly clinician schedules once approved by clinical manager.

• Ensures clinicians are assigned and scheduled in the most efficient geography, maximizing clinician efficiency, utilizing the lowest possible discipline, matching skill with required care, and optimizing clinician capacity.

• Ensure missed visits are scheduled by the end of the current week or referred to the Clinical Manager for resolution.

• Works collaboratively with field clinicians to ensure all patient visits are scheduled and completed as ordered.

• Manages calls from patients and field staff related to scheduling issues. Refers clinical and performance related issues to the Clinical Manager.

• Monitors hospitalized patients, communicates and ensuring the team follows up as necessary.

• Completes requested schedules ensuring all orders and services (e.g. lab draw, supervisory visits, addon visits or disciplines etc.) are included as required.

• Supports Clinical Manager and works collaboratively to ensure timely communication with patients, clinicians, referral sources, BD team and other office personnel.

• Runs all applicable reports and responds to workflow taking appropriate actions.

• Assists with internal or external transfer of patients between care centers and/or Hospice services.

• May be responsible for maintaining supply closet with routine supplies, ensuring supplies are within expiration dates and packaged appropriately, and serve as liaison with the field for patient supply needs.

• Performs other duties as assigned.

QUALIFICATIONS:

Education

• High School Graduate (College Preferred)

Experience

• Two years of general office management and human resources experience preferred.

Skills

• Knowledge of office machines preferred, computer skills required, excellent interpersonal and organizational skill. Light typing preferred.

Transportation

• Reliable transportation

PHYSICAL AND MENTAL EFFORT:

Prolonged sitting and some standing required. Occasional need to lift, pull, carry and push items weighing up to 50 lbs. Frequent need to stoop, kneel, and reach while assessing files. Requires work under some stressful conditions to meet deadlines and employer and employee needs. Requires hand-eye coordination and manual dexterity. Requires excellent problem-solving skills.

ENVIRONMENTAL AND WORKING CONDITIONS:

Works in routine office environment. Noise level may be moderately high, ability to work a flexible schedule and extended hours. Ability to travel locally and some exposure to inclement weather.

JOB CODE: 1000047