Roanoke, Virginia
Office Manager Job Opening in Roanoke, Virginia - Position Description
Office & Documentation Manager
Reports To: Director of Operations, QA/QI Director, and Agency Owner
: Must have a minimum of a high school diploma. Preference is for an individual who has obtained a minimum of an associate degree in an administrative field. The person in this position must be at least 18 years of age. This individual will have no substantiated findings of abuse or neglect listed on the VA Health Care Personnel Registry and will agree to performance of a criminal record check.
Adhere to individualized supervision plan implemented upon hire.
Required Skills/Abilities:
Professional appearance and demeanor
Polite and pleasant phone manner
Ability to work independently with minimal supervision
Excellent written and verbal skills; responding professionally, accurately and in a timely manner
Experience dealing with confidential information, knowledge of HIPPA rights, client rights
Good computer skills (i.e. Microsoft Word, Power Point, Publisher, Excel)
Ability to use office machines and automated office equipment (i.e. copier, printer, postage meter)
Ability to work with multiple projects and tasks simultaneously
Ability to work with diverse populations.
Ability to respond professionally and accurately to all staff, supported individuals, other providers and general public
Strong organizational and time management skills
Maintain up-to-date CPR and 1st Aide Training
Successful completion of criminal history background. In regards to the criminal background check that is completed twice a year, there will be no substantial findings of abuse/neglect listed in the Virginia Department of Social Services (DSS) Central Registry; fingerprint-based criminal history check is done through the Virginia Department of Behavioral Health and Developmental Services Background Investigations Unit (DBHDS BIU).
:
Answering and directing phone calls
Greet supported individuals, their families and visitors
Obtain preliminary data from supported individuals for admission purposes
Input demographic and healthcare data for all supported individuals into the web based data system (Sharenote).
Input and maintain up-to-date information concerning staff certifications, licenses, training, car insurance, criminal and health care registry check, TB and other annual screenings, etc. into the web based data system (Sharenote).
Manage office calendar
Communicate with agency?s service providers & agency?s staff for scheduling purposes
Document and maintain minutes of agency all staff meetings and management team meetings
Participate on the Quality Committee and subcommittees as requested
Input supported individuals data into electronic systems as required by the State or the Division
Assist with if requested, monthly verification of supported individual?s Medicaid or other third party payer eligibility status
Collect supported individuals fees (if applicable)
Complete and send required supported individuals related information to the State in a timely manner (i.e. summary, discharge summary, financial data, authorization requests, etc.)
Assemble and maintain new supported individuals packets
Develop and maintain data bases for maintenance of supported individuals/staff information including appointment status, service fee payments and other databases as determined to be needed
Assist Human Resource Manager with compiling and maintaining staff personnel files
Maintaining the agency?s electronic scheduling calendar
Maintaining inventory of needed office supplies and requesting an order to be made as indicated
Organize and file various healthcare information
Filing service documentation in supported individuals records
Ensure printers, copiers, phones, etc. are in working order and contacting appropriate maintenance vendors to arrange for service as needed
Perform administrative support tasks for staff (copying, compiling data, mailings, organizing material for distribution, etc.)
Create, update and maintain supply of supported individuals and personnel forms
Assist staff with special projects (marketing, trainings, etc.)
Maintain orderliness in the reception area and general office spaces
Other reasonable administrative duties as deemed necessary
Job Type: Part-time
Required education:
High school or equivalent
Required experience:
Office Manager: 3 years
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