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.