Office Manager
Friendswood Counseling Center (FCC) provides quality counseling services to individuals, couples and families. We are growing and are looking for an exceptional Office Manager to lead our growth and amazing team! We truly enjoy and believe in the importance of the services we provide. With your help we can continue to care for many more in our community.
Position Summary:
The Office Manager will function in a leadership position that will manage the overall operations of the office as well as assist in developing and implementing the vision and strategy for future growth. The Office Manager will also provide expertise to ensure all clients receive high-quality, efficient care.
Job Responsibilities:
Hours: Monday-Friday: 9:15 am - 6:15 pm
Benefits: Paid leave and some paid holidays provided. No insurance benefits provided.
To Apply: Qualified individuals please complete the online application and submit a current resume along with at least 3 professional references to: [email protected]. ***Please NO calls to the office as we like to reserve our phone lines for our clients. Thanks!
Position Summary:
The Office Manager will function in a leadership position that will manage the overall operations of the office as well as assist in developing and implementing the vision and strategy for future growth. The Office Manager will also provide expertise to ensure all clients receive high-quality, efficient care.
Job Responsibilities:
- Oversee, ensure accuracy of and assist as needed with all office functions, including client relations, check-in/check-out, payment collection and entry, scheduling, insurance verification, answering phones and creation/maintenance/release of clients’ paper and electronic health record
- Recruits, trains, hires, supervises, and if necessary, terminates administrative and clinical staff in conjunction with Owner
- Reviews the practice’s policies and procedures to make recommendations for continued compliance and improved effectiveness/efficiency of systems
- Evaluates administrative staff performance and recommends increases, promotions, and disciplinary action in conjunction with Owner
- Develops training programs to ensure data entry standardization, accuracy and integrity as well as adherence to office policies and procedures
- Mentors staff to develop skills necessary to improve their abilities
- Ensures smooth operations and minimizes wait times, improves cycle time/client waiting time and scheduling efficiency
- Acts as client advocate to resolve client inquiries and concerns regarding office functions and services provided. Discusses complex client concerns with Owner, as necessary
- Assists administrative staff in resolution of day-to-day operational challenges and seeks feedback from the team on operations
- Develops and oversees schedules for support staff to optimize office operational efficiency
- Submits electronic claims daily via EHR and follows up as needed for correct claim processing to ensure accurate payments are received
- Extract, review, interpret insurance EOB’s, charge information, allowed amounts per fee schedule, insurance benefits related to payment & other related information while assisting to resolve and maintain accurate client account balances
- Accurately post insurance payments, write offs, adjustments to client accounts and be familiar with deductibles, co-pays, co-insurance and out-of-pocket maximums
- Perform follow-up with clients and insurance companies to collect unpaid balances to significantly reduce/eliminate overdue outstanding balances owed by insurance companies and/or clients and issue refunds when needed
- Reconcile daily charges/collections, make bank deposits and oversee accurate documentation of client account activity
- Conducts office staff meetings with appropriate staff members at sufficient frequency as to maintain optimal communication regarding practice issues, staff concerns, and operation policies
- Run payroll reports for all staff, aging reports, therapists' active caseload, therapy notes check, etc
- Assist with enrollment, credentialing and re-credentialing of clinical staff with insurance companies/EAPs
- Monitor & stock inventory of all office supplies, clinical forms, business cards, etc
- Perform a variety of clerical tasks as needed such as filing, faxing, photocopying, scanning, collating, data entry and maintenance of client files
- Maintain regular, consistent and punctual attendance in accordance with assigned schedule and time-off policies
- Excellent supervisory, interpersonal, organizational, verbal and written communication skills
- Attention to detail
- Ability to take initiative and problem-solve quickly and efficiently
- Team player
- Ability to represent oneself and the company in a professional manner
- Proficient in the use of a personal computer and corresponding programs such as Microsoft Excel, Word and web-based applications.
- Knowledge of GSuite/applications, Google Calendar, Gmail, Google Docs, etc.
- High school diploma or GED equivalent; Some college/degree preferred.
- 5 years office management experience in a behavioral health clinic or other healthcare clinic
- 2 years insurance billing & accounts receivable
- Experience in direct oversight and management of providers and staff
- Experience promoting a culture of customer service and teamwork
- Ability to use computers and office software, business office machines, tools, equipment as necessary to perform job duties.
- Excellent work ethic and dependability
- Always maintain the highest levels of confidentiality regarding HIPPA standards
- Experience using an EHR system
Hours: Monday-Friday: 9:15 am - 6:15 pm
Benefits: Paid leave and some paid holidays provided. No insurance benefits provided.
To Apply: Qualified individuals please complete the online application and submit a current resume along with at least 3 professional references to: [email protected]. ***Please NO calls to the office as we like to reserve our phone lines for our clients. Thanks!
