Office Manager
6 months ago
Position Overview
The Office Administrator has primary responsibility for managing the day-to-day operations of our healthcare office, ensuring efficient administrative support and exceptional client care.
The intent of this position description is to provide a representative summary of the duties and responsibilities that will be required of the position, but additional responsibilities may be required. Employees are expected to perform job-related tasks other than those specifically presented in this description. These responsibilities are carried out with respect and dignity and in accordance with Looking Ahead Clinical Services’ policies and procedures.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Client Support
- Provide exceptional customer service with clients and families of all needs, in-person and on the phone.
- Manage front desk operations including answering phones, scheduling appointments, and greeting clients.
- Assist clients with completing necessary forms and paperwork including service agreements, intake forms and other documentation.
- Maintain patient records and ensure all documentation is accurate and up-to-date.
- Providing tours of the facility
- Answer questions and address concerns from clients regarding clinic amenities, treatment options, and funding
- Build rapport with clients and establish trust through effective communication and interpersonal skills.
- Demonstrate flexibility with all assigned task and the ability to re-prioritize tasks as needed
- Supporting staff in maintaining a secure environment at all times.
Office Management
- Oversee office supplies and equipment, ensuring adequate inventory levels and maintenance.
- Coordinate with vendors and service providers to address office needs and repairs.
- Maintain a clean and organized workspace, including entry areas and clinical spaces.
- Implement and enforce office policies and procedures to ensure compliance with regulatory standards.
- Contribute and attend various organizational events outside of regular office hours.
Scheduling
- Schedule appointments and follow-up visits, coordinating with clinical teams as needed
- Coordinate and maintain clinician appointment calendars and provide attendance support
Team Collaboration
- Collaborate with clinical staff, including behaviour analysts and other healthcare professionals, to optimize client care.
- Communicate effectively with team members to ensure seamless coordination of administrative and clinical tasks.
- Foster a positive and supportive work environment, promoting teamwork and professional development.
Professionalism
- Adheres to the mission, vision, values, policies, and procedures of Looking Ahead Clinical Services
- Protects the privacy and security of the client’s protected health or other personally identifiable information (PHI and PII)
- Maintains confidentiality of information regarding clients and their families, corporate financial matters, employees, and other issues of a sensitive nature
- Conducts self-according to the professional and ethical guidelines of the company, as well as the licensing or certification boards and professional organizations that are consistent with one’s degree and training.
- Maintains ongoing communication with supervisor and colleagues. Discusses problems or concerns with supervisor as appropriate
- Attends regularly scheduled staff meeting and in service/professional development as required by the Supervisor
- Demonstrates effective organizational and time management qualities to meet necessary timelines
- Performs other duties, responsibilities and special projects as assigned by the supervisor, Director or other member of management
- Assists in promoting a good public image of the Looking Ahead Clinical Services, its clients and staff, and demonstrates an understanding of the philosophy, mission, and values of Looking Ahead Clinical Services.
- Maintains appropriate professional boundaries when working with families and other stakeholders
Billing and Finances
- Generate and submit accurate billing statements to clients and third-party payers.
- Process payments from clients and third-party payers
- Process insurance claims, including electronic submissions and follow-up on claim denials or rejections.
- Monitor accounts receivable and follow up on outstanding balances to ensure timely payment.
- Provide support to clients regarding billing inquiries and payment options,
- Work with clients to establish payment plans and arrangements for outstanding balances.
- Educate clients about funding and insurance coverage and out-of-pocket expenses.
- Reconcile financial statements, bank accounts, and billing records to ensure accuracy and integrity of financial data.
- Prepare and analyze financial reports, including revenue, expenses, and accounts receivable aging.
- Maintain financial records and documentation in accordance with clinic policies and regulatory requirements.
- Process employee expense reports, ve
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