Job Description

Seeking an experienced Medical Office Manager to join our Behavioral Health Network. The Office Manager will oversee day-to-day operations at the Kingston, Highland, & Ellenville Behavioral Health Centers supporting our staff and clients right to thrive through supervision of front desk operations and interaction with the individuals we serve.

Title:  Office Manager             

Salary: $22.00 - $23.70 per hour

Status:  Full-Time, Non-Exempt, 40 Hours per Week

Supervisor:  Senior Office Manager

Location:  Kingston, Highland, & Ellenville Centers. Coverage throughout other Ulster & Dutchess centers as needed.

Schedule:  Monday - Friday, 8hrs./day, Hours based on Center needs.

Function:

The Office Manager will provide direct support to the front-end Office Specialists and Behavioral Health clinical team. The daily work focuses on providing supervision for employees performing routine clerical work, such as checking clients in and out of the electronic health record (EHR), collecting copays, updating records, scanning, and correspondence. The Office Manager ensures that there is adequate office coverage available on a daily basis. This position reports directly to the Senior Office Manager.  

Qualifications:

• Graduation from a regionally accredited or New York State registered college or university with an Associate’s Degree in Human Services 

OR

• A relevant field and 2 years of full-time office experience

OR

• 5 years of relevant office experience which involved public contact

• Supervisory experience a plus
• Bilingual (Spanish/English) a plus

Position Responsibilities:

• Oversight of the Behavioral Health Center front office procedures and policies including scheduling, cash collection, supply management, and customer service.
• Facilitates coordination between office staff and Billing team related to client insurance issues, copayments, and authorizations.
• Responsible for ongoing Electronic Health Record (EHR) training and support of office staff.
• Collaborates with other Office Managers on office procedures under guidance of Senior Office Manager.
• Provides training and support in customer service skills.
• Maintains a safe and secure working environment.
• Handles customer inquiries and complaints.
• Maintains office supply inventory.
• Maintains folders and spreadsheets for adequate reporting to Senior Office Manager.
• Oversees adherence to office policies and procedures.
• Manages internal staff relations.
• Addresses and resolves problem situations such as non-routine activities.
• Addresses and resolves client complaints and issues.
• Attends meetings and disseminates information to Office Specialists
• Facilitates staff development and assures that staff are appropriately trained to meet the organizational requirements and regulations.
• Provides leadership to organization staff by example, by knowledge and practice of professional skills, relationship, and standards.
• Assures appropriate staffing by recruiting, interviewing, and recommending candidates for positions in Behavioral Health Centers.

• Co-Ordinating Intakes through the County Helpline 

• Collaborating and facilitating Referrals from outside agencies. 

• Taking care of incoming and outgoing mail and making weekly cash deposits in the bank. 

• Attending weekly Staff Meeting and documenting Minutes. 

• Scheduling and coordinating Lunches with the Drug Reps.  

• Co-ordinating with the Clinical Team – updating and blocking schedules 

• Assisting the Clinical Director with setting up new prescribers and clinicians 

• Maintain a safe and secure working environment. 

• Working hand in hand with the Clinical Team ensuring smooth operation of the Behavioral Health Center. 

• Other duties as assigned. 

 
Skills & Abilities:

• Technology proficiency (Windows, Microsoft Office, Electronic Health Records, etc.) 

• Knowledge of Netsmart Electronic Health Record and Office of Mental Health regulations preferred 

• Well versed in HIPAA Privacy and Security Rules 

• Knowledge of Medicare, Medicaid, and other insurance regulations 

• Communication proficiency 

• Strong organization and multitasking abilities 

• Collaborative relationship development   

• Time management 

• Leadership development 

• Strong interpersonal skills 

• Teambuilding and Leadership 

• Planning, Organizing and Problem Solving 

• Bookeeping and Payroll 

• Procedure/policy development 

• Public speaking 

• Center and business acumen 

Benefits:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D),
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Mission:

Family Services brings people together to find the support they need, improving their lives and communities, and building a stronger safer Hudson Valley.

Our Values:

Compassion – Extending empathy and understanding to others.

Integrity – Being honest and dependable.

Hope – Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.

Diversity – Promoting a vision of community comprised of wide-ranging assets.

Respect – Treating all individuals with dignity and without judgement.

Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice – Promoting social and economic equity and fairness.

Quality – Aspiring for excellence in every aspect of our work.

#INDBH

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Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

Family Services is an equal opportunity employer. We follow federal, state, and local laws prohibiting discrimination in hiring and employment.

Must be authorized to work in the United States without work sponsorship.

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