Job Title

Office Manager

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Job Description

The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The Office Manager reports to the Senior Administrative Officer and is responsible for providing office management services. This includes maintaining office services and efficiency, supervising office staff and maintaining office records.

Administrative Responsibilities:

•Design and implement office policies, establish standards and procedures
•Organize office operations and procedures.
•Answer telephones and transfer to appropriate staff member and take brief messages.
•Meet and greet clients and visitors.
•Coordinate and maintain records for staff office space, phones, parking, ID, company credit cards and office keys.
•Prepare time sheets.
•Setup and coordinate meetings, conferences, interviews, etc.
•Manage meeting minutes; take appropriate notes for all minutes.
•Maintain staff’s HR files including: training hours, scheduling, and expirations through agency tracking systems.
•Maintain all signature logs (visitors, staff, doctors…)
•Participate in agency committee functions.
•Protect the security personnel records.
•Ensures that personnel records are signed out and returned as appropriate.
•Ensure hiring packages are complete. Report any deficiencies to staff’s supervisor.
•Keeps supervisor informed of problems or issues; monitors supplies needed; performs other duties as assigned.
•Perform essential duties related to NC-Tracks
•Participates in quality improvement activities.

Medical Records Responsibilities:

•Conduct chart audits of new admitted consumers with 30 days of admission and notify clinical supervisors of deficiencies.
•Review completed service documentation for accuracy and completeness prior to filling and follow-up with appropriate staff for any areas for which additional information may be required
•Ensure that service documentation is filed in a timely fashion.
•Ensure hiring packages are complete. Report any deficiencies to staff’s supervisor.
•Ensure service authorization tracking database is accurate and up to date.
•Archiving, purging and closing of Medical Records and maintaining the electronic Storage Retention Log
•Ensures that medical records are signed out of the medical record room and returned as appropriate.
•Ensure that intake packages are complete. Report any deficiencies to staff’s supervisor.
•Protect the security medical records.
•Provide patient with guidelines for requesting medical records, if necessary.

Scheduling Responsibilities:

•Responsible for scheduling patient appointments for Outpatient, Intake, and Assessments.
•Answers phones and forwards calls to the appropriate person or department.
•Optimizes patients’ satisfaction, provider time and resource utilization by scheduling appointments in person or by telephone.
•Contacts patients, therapists, and clients to complete the scheduling process for all types of appointments.
•Confirms appointments with patients the day prior to scan date and reviews check in process with Clients.
•Ensures that all relevant patient information is entered into computerized scheduling system during the logging of paperwork process.
•Ensures gathering of accurate and complete patient data that is required to complete the scheduling process and any specific information that is required by assigned agency.
•Ensures the communication of schedules and information gathered during the scheduling process get sent to the client’s assigned departments and to the appropriate company staff.
•Communicate with appropriate staff regarding patient’s arrival, and ensure that patient’s medical record is available for physician.
•Review status of waiting room on a routine basis and ensure that patients are kept advised of wait times.
•May schedule patient for follow-up appointment as needed.

Skill, Abilities and Personal Characteristics

•Excellent interpersonal skills.
•Team building skills.
•Analytical and problem solving skills.
•Decision making skills.
•Effective verbal and listening, communications skills (oral and written).
•Attention to detail and high level of accuracy.
•Very effective organizational skills.
•Computer skills including the spreadsheet and word-processing programs, and e-mail at a highly proficient level.
•Stress management skills, time management skill.


•Bachelor’s degree or equivalent experience.
•At least two years of previous experience in office management.
•Knowledge and/or experience in the mental health field preferred, but not required.

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