Homecare Office Manger or Administrator

Title of Position: Office Manager
Title of Immediate supervisor: Executive Director / Administrator

Overview
The Home Health & Hospice Office Manager is responsible for coordinating and directing the non-clinical
operations of the agency and ensuring that all duties are performed in a timely manner. The Office
Manager is also responsible for ensuring that all administrative support to Executive Director /
Administrator data entry functions are operating effectively and efficiently.
Additional Details
Essential Functions
 Comprises end to end management of the agency helping the Executive Director / Administrator
streamline all aspects of medical office operations including billing, coding and collections,
appointment scheduling, and medical records maintenance.
 Proficient with all aspects of data entry in operating systems as applicable, and Microsoft Office
Suite including but not limited to Microsoft Excel, Word, and Outlook.
 Proficient with EMR/EHR (electronic medical/health records) systems.
 Maintains office/branch manuals as needed; i.e. administrative binder.
 Responsible for the ordering of medical supplies and office supplies.
 Responsible for submitting invoices to Home Office per policy timelines.
 Performs technical billing audits per policy and follow-up with corrections.
 Responsible for clerical functions in agency related to filing, work flow, etc.
 Assures that all telephone traffic is managed in a professional, customer service oriented manner
and is relayed to the appropriate people.
 Responsible for customer service training for clerical and administrative support staff.
 Participates in Performance Improvement Plan and processes.
 Responsible for completion and tracking of PAFs (personnel action forms) references, health
screenings, criminal background checks, and drug screens for new hires and existing staff if
applicable.
 Ensures completion and ongoing maintenance of HR/medical files for all agency employees and
contract staff (e.g. license verification)
 Payroll: Assures payroll accuracy. Run payroll integrity report; initial and file with unverified
services and staff verified report.
 Responsible for coordination of Personal Emergency Response Program including but not limited
to: scheduling, deployment, cleaning, inventory management, and training of staff.
 Responsible for the procurement of goods and services of the agency (e.g. medical supplies,
office supplies, and contracted services) within budgeted guidelines.
 Responsible for monthly inventory of medical supplies.
 Responsible for the annual distribution of physician satisfaction surveys.
 Responsible for the timely evaluation of clerical support staff in conjunction with the Executive
Director and/or Administrator.
 Responsible for the day-to-day coordination, timely completion (reporting) and troubleshooting of
all training and development activities i.e. new hire orientation, new to role training, and ongoing
training and development
 Assumes an active role in the coordination, facilitation, tracking and reporting of professional
development of staff, ongoing skill development, and other mentoring activities.

 Responsible for maintaining an office environment that fosters the professional growth and
development of staff
 Responsible for proficiency in and timely completion of the Business Manager Task List.
 Coordinates outgoing and incoming mail for agency.
 Assists with administrative duties related to the Human Resources department, including
expediting recruitment advertisements, processing applications, and maintaining misc.
databases.
 Assists in the processing of paperwork related to injury and accident logs.
 Any other duties as assigned.
Experience Requirements
 Three (3) years of office management experience required in a home health or hospice setting.
Skill Requirements
 Demonstrates organizational, written/composition skills, and verbal skills.
 Demonstrates typing skills, filing skills, and word processing skills (Microsoft Office Suite
including Microsoft Word, Outlook, Excel, etc.)
 Demonstrates experience with EMR/HER systems.
 Demonstrates ability to work independently.
 Demonstrates strong process and people leadership abilities.
 Demonstrates strong financial management skills.

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