Office Manager

The OCD & Anxiety Treatment Center • Pleasanton, CA

2d • Onsite

About The Position

Your Role: Evening Hours: The position requires evenings. In-Person, Monday to Friday from 11:00 am - 8:00 pm. New Site: The Office Manager will help us open a new site The Purpose of Your Role The Office Manager is responsible for managing the operational functions of the Facility/Clinic and ensuring standards are met for the environment of care. These duties include but are not limited to greeting clients, touring, and scheduling prospective clients, checking in clients, overseeing staffing shifts and effective resource utilization, managing the training of front office staff and BHTs as needed, answering phones, handling company inquiries, collecting co-payments, filing, organizing documents, maintaining adequate inventory, managing vendors/contracts and other clerical or maintenance duties. They provide support to management and employees by assisting in daily office needs and the performance of the companys general administrative/clinical activities. The Office Manager will have regular meetings with the leadership of the clinic to ensure Quarterly and Annual KPIs are met. The Company Youll Join OCD Anxiety Centers has a true passion for bringing help and hope to some of the most underserved clinical populations. We strive to change the lives of individuals and their families who have been suffering from unrelenting anxiety, disturbing and terrifying thoughts, uncontrollable worry, exhausting behaviors and rituals, and avoidance that keeps them from living their lives. We are an evidence-based practice, which means we do what works, we stay up to date with scientific research, and we regularly attend international training to keep us at our very best. Our Investment in You A competitive base salary 401k match Core benefits: medical/dental/vision, with the company contribution to medical benefits for employee Company-paid employee life insurance Voluntary benefits Paid time off includes 15 days (120 hours) of Paid Time Off, 5 days (40 hours) of Sick Time, and 9 days (72 hours) Company holiday pay Paid specialized ongoing training, strengthening your skills, experiences, and connections that will help advance your career Key Performance Indicators (KPIs) QA Facility audits 90% ALOS of 52 days per client Achieve a 4.5 on client satisfaction surveys Successfully pass JCAHO and other state licensing surveys Stay within the Payroll budget assigned for your team and facilities budget Required time on treatment floor: 2-5 hours per day Please note: When you achieve any of the above key indicators your supervisor will counsel you to set a new goal. Competencies: Demonstrate all EMR, program knowledge, and skills pertaining to the front desk staff and Behavioral Health Technician positions levels 1-3. Demonstrate all EMR knowledge pertaining to the Office Manager position including creating a schedule or profile on the EMR for staff, creating encounters in the EMR system, Running an Audit on specific client details, etc Demonstrate understanding of the scheduling process for new clients and how to pair new clients with therapists at your facility in a timely manner Demonstrate an understanding of systematic issues that could impact the flow of treatment on the floor Demonstrate understanding of crisis protocol and the role of the incident commander Demonstrate understanding of the client policies outlined in the new client paperwork Demonstrate ability to successfully screen and process client No/Shows in a timely manner Demonstrate understanding of DHHS (or other state requirements) and JCAHO requirements to maintain accreditation and ensure the Facilitys environment of care is upholding these standards Demonstrate understanding of facility maintenance needs and effectively managing the budget and standards set by OCD Anxiety Centers. Demonstrate the ability to follow through with disciplinary actions and development for employees. Demonstrate ability to train front office staff and BHTs admin duties such as the EMR system. Demonstrate ability to train, coach, and mentor BHTs and Front desk staff for ongoing growth and development by consistent performance reviews, mentoring, coaching, and staff appreciation. Demonstrate how to properly exit an employee by following the proper procedures and notifying the correct departments Demonstrate ability to stay organized and maintain an adequate inventory for all office supplies, vendor contracts, and maintenance repairs Demonstrate ability to connect and build rapport with clients to effectively resolve customer service concerns in a timely manner and encourage them to continue with treatment Demonstrate ability to communicate effectively with each department in the clinic and notify the correct department for any potential breach of policy or customer service concerns Demonstrate ability to perform accounting and billing requirements such as collecting mail, payment requests, charge adjustments, petty cash, and reimbursement documentation

Requirements

• Bachelor's degree or 3-5 years of experience in a related field
• 2+ years of management experience in a medical practice management role
• Professional presentation, team orientated, flexibility with management style
• Proficient knowledge of computers, including Microsoft Word, Excel, and other computer software
• Accurate and efficient electronic data entry
• Must be punctual and maintain excellent attendance
• Organized, detail-oriented, takes initiative, and completes job responsibilities independently
• Ability to multitask, problem-solve, and have strong written and verbal communication skills
• Upholds the OCD Anxiety Centers values
• Thrives in a changing work environment including inside, outside, and loud noise level

Nice To Haves

• Billing and insurance experience

Responsibilities

• Manages the workflow, time cards, time off requests, training, development, performance, and disciplinary actions of front office staff and Behavioral Health Technicians (as needed)
• Assists BHTs Supervisor with onboarding, new hiring, and coordination of training BHTs
• Manages BHT scheduling and ensures all staff maintain weekly FTE average of .75 or higher until BHT supervisor is hired, then supports BHT supervisor
• Manages the bed management system and works directly with the Program Director and Admissions Manager to ensure a smooth transition for admitting clients.
• Manages new client scheduling with clinicians and the bed management system.
• Assists with consistent auditing and training on the floor to ensure clinical quality is upheld
• Assist the clinical floor with facilitating client groups in an event of low staff-to-client ratios
• Monitors productivity and provides constructive feedback and coaching in verbal and written form
• Completes all Train the Trainer coaching and responsibilities
• Implements leadership-directed changes with positivity and thoughtfulness
• Assumes incident commander role as needed
• Maintains a reconcilable company credit card per company protocols
• Facilitates a welcoming culture with clients, staff, vendors, and community by phone and in person
• Facilitates and assists with building maintenance and maintaining an environment of care in compliance with JCAHO and State requirements
• Takes an active role in supporting and modeling OCD Anxiety Centers business processes that are both current and in development while supporting and cultivating a positive culture on their team
• Assists with new employee hiring and onboarding
• Manages the front office operations and building security
• Manages facility supplies, inventory, cleaning, safety, maintenance, and overall presentation of the facility
• Manages and coordinates with contractors and vendors
• Assists in clinical tours as needed
• Manages customer service complaints and grievances
• Learns and practices de-escalation techniques (may occasionally be exposed to high-stress environments

Benefits

• A competitive base salary
• 401k match
• Core benefits: medical/dental/vision, with the company contribution to medical benefits for employee
• Company-paid employee life insurance
• Voluntary benefits
• Paid time off includes 15 days (120 hours) of Paid Time Off, 5 days (40 hours) of Sick Time, and 9 days (72 hours) Company holiday pay
• Paid specialized ongoing training, strengthening your skills, experiences, and connections that will help advance your career

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level