Office Manager

JOB SUMMARY: Assist the Patient Care Coordinator with daily operations of the office. Compile and maintain employee files for the Human Resource Manager. Provide orientation to new employees. Maintain accurate census and patient records for Billing Clerks. SUPERVISION: * Supervised by the: Patient Care Coordinator. * Supervises: No one. * Works closely with: All hospice staff. JOB SPECIFICATIONS: * Education required: High School Education. * Experience required: Must have worked in an office setting that required a high level of communication and organizational skills and be proficient in the use of technology. * Licenses required: o Current Driver’s License. o Proof of insurance with a Certificate of Liability with limits 100/300/100. * Specialized Knowledge and Skills: o Humanitarian attitude and good understanding of hospice philosophy o Knowledge of Federal and State regulations governing hospice operations o Ability to function as a Team leader and promoting a “team” working environment o Possess an understanding of socioeconomic factors that impact healthcare and the elderly o Must have excellent verbal and written skills in order to communicate with diverse patient populations and healthcare professionals o Possess good office management skills so that information is collected and disseminated correctly and in a timely manner o Ability to demonstrate empathy and understanding to others o Capable of articulating Legacy Hospice philosophy to others o Ability to think objectively and to analytically problem solve o Must possess leadership qualities and have the ability to work effectively with little or no supervision. o Must be able to manage multiple priorities, frequently under stressful deadlines o Must be able to handle confidential information in a professional and appropriate manner o Acceptance of the goals, mission statement, and philosophy of Legacy Hospice o Must have the ability to use Microsoft Excel and Word, data base tracking systems, electronic charting, and Internet reporting. o Excellent phone skills to work with patients, families, referral sources, and community members. o Must have a willingness to learn new computer programs. JOB FUNCTIONS: * Serve as a direct link between the staff and the Patient Care Coordinator. * Assist the Patient Care Coordinator with day to day office operations. * Assist the Home Office with information for billing, personnel, inventory, petty cash, etc. * Responsible for assisting the Patient Care Coordinator with carrying out company procedures, and must therefore develop a thorough understanding of the procedure manual. * Must be able to orient and train new staff members, assist them with completing paper work, make sure all required forms are in the employee folders, and forward necessary paperwork to Home Office before an employee starts work. * Ensure patient and personnel confidentiality. * Promote community awareness of hospice. * Acquire required signatures on paperwork according to state and federal regulations and company policy. * Must develop an understanding of reimbursement and program rules and regulations so that billing can be completed accurately and in a timely manner. * Must be able to use billing software so that patient information is encoded correctly. 91 Office Manager Job Description, continued: * Maintaining the local office online calendar. * Mail out Legacy Hospice Patient Care Surveys four weeks after an admission and logging it in the Admission Survey Log Book. * Pull the on-call enquires at least twice a week. * Preparing IDT materials for all staff meetings. * Keeping up with contracted Nursing Facility room and board rate changes. * Mail donation checks to the Home Office and write a thank-you card to the person that gave the donation. * Maintain the office bulletin board with accurate and up to date information. * Maintain sufficient quantities of office supplies and patient care supplies. * Assist staff with completing accurate payroll and mileage reports. Ensures that the Home Office has all personnel information needed for payroll. * Maintains PDO forms for all employees and sends copies with payroll reports. * Work closely with Home Office regarding questions and information for payroll, billing, compliance, marketing materials, training materials, etc. * Make sure there are receipts for petty cash, forward receipts to Home Office, keep a copy of those receipts on file, make sure a sufficient amount of petty cash is in the office so that mailings and small purchases can be made efficiently. * Responsible for personnel (tickler files), patient, and office files. * Responsible for all incoming/outgoing mail and faxes. Date, stamp, and initial appropriate materials. * Forward Home Office any letters from State or Federal agencies immediately in order to meet any necessary deadlines. * Maintain and forward accurate census information to be used for billing. * Assist staff with making sure all patient paperwork is complete, accurate, and completed in a timely manner. * Write memos or announcements in an appropriate format. * Ensure phones are rolled on/off to the answering service. * Make sure that the office hours of 8:30am to 4:30pm are covered, except for inclement weather conditions. * All other assigned duties. PHYSICAL REQUIREMENTS: * Must be able to perform full-range sedentary work requiring sitting, standing, walking, and driving. * Must possess vision, hearing, feeling, physical strength and dexterity necessary to perform all the duties of Office Manager. * Must be able to communicate effectively with individuals both verbally and in writing. * Must be able to give and receive instructions and information, both in person and via telephone. * Work requires exerting force of up to 50 pounds occasionally, and/or up to 25 pounds frequently, and/or up to 10 pounds constantly in moving objects or materials. I have read and understand the above job description for the position of Office Manager. I understand that I am expected to perform this job in a manner consistent with the values, mission and philosophy of Leg

Job Type: Full-time

Education:

• High school or equivalent (Required)

License:

• Driver’s License (Required)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Retirement plan
• Paid time off

Typical start time:

• 8AM

Typical end time:

• 5PM