Assistant Office Manager

Position Summary

This position involves a variety of tasks required for the smooth operation of the agency including answering telephones, reception duties, and filing, typing, and organizing chart forms.

Responsibilities:

  • All Front Office responsibilities including receiving visitors, answering telephone inquiries and referrals to appropriate staff
  • Use computers for various applications, such as database management or Microsoft applications
  • Receive payments and records receipts for services
  • Provides forms to clients and answers routine questions for completion
  • Schedules appointments and copies insurance identification and photo ID as required
  • Distribute and maintains group/crisis schedules to departments
  • verify release forms are accurate and complete prior to submitting medical records requests.
  • Maintains reports as assigned (Admission, Discharge)
  • Sorts, indexes and files letters, reports, invoices, faxes and other material
  • Operates various office machines and maintains office machines’ paper supply;
  • Acts as a back-up to all administrative positions as needed
  • Compose, type, and distribute meeting notes, routine correspondence, and monthly tracking reports
  • Assist the Office Manager in the training and development of staff for the EMR
  • Undertakes related duties as assigned

General Responsibilities:

  • Attends training seminars on current practices as directed by the Office Manager in the appropriate field; implements what has been learned
  • Maintains cooperative relationships with all referents and community resources
  • Notify front desk employees of any modification in policy and implementation
  • Undertakes related duties as assigned
  • Oversees front office staff in the absence of the Office Manager

Administrative Relationships:

The Assistant Office Manager reports directly to the Office Manager and works collaboratively with other staff as required.

Qualifications:

High School Diploma and at least one-year medical front office experience.  Excellent communication skills required. Proficient in Microsoft Office, specifically Excel, and electronic medical records preferred.

Reasoning Ability:

Ability to apply common sense and understanding in order to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problem solving several concrete variables in standardized situations

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; climb two step ladder, use hands to handle or feel; and reach with hands and arms. The employee must frequently lift and/or move up to 5 pounds and occasionally lift and/or move up to 10 pounds.