Supervising Office Manager

The Jewish Board•New York, NY

2d•$66,300•Onsite

About The Position

The Jewish Board’s MHOTRS treatment programs provide compassionate, high quality, evidence-based services to individuals and families in the communities we serve. Our staff use a culturally affirming, person-centered approach to help individuals and their families develop skills and resources to improve overall functioning, to instill hope, and to strengthen resiliency. Our programs work closely with community partners to address health disparities in our neighborhoods while also celebrating the strengths and resilience of our communities. The Office Manager supports the program by Making sure the administrative team carries out tasks that ensure the clinic runs smoothly and we can provide quality services to our clients and families.

Requirements

High School Diploma plus 6-years of relevant work experience OR Bachelor’s degree plus 3-years of relevant work experience
Previous experience with medical billing and electronic case record keeping
Strong computer skills (word, excel, databases, etc.)
Aptitude with numbers
Previous administrative experience in a healthcare or behavioral health setting strongly preferred.
Working knowledge of Microsoft Office
Ability to learn electronic health records and other software as required
Able to read/input data and documents, including spreadsheets, reports, and Electronic Health Records in printed form and on computer screens.
Able to input data into the Electronic Health Record.

Nice To Haves

Bilingual English/Spanish preferred.

Responsibilities

Manage daily front-office operations including scheduling, reception, and clerical support.
Maintain organized filing systems for client and staff records, billing, and compliance documentation.
Ensure HIPAA compliance and confidentiality in all administrative processes.
Facilitate and schedule client appointments.
Book and rebook client appointments at check-out and ensure adequate room and coverage for scheduled intakes, evaluations, and follow-ups.
Partner with the Central Reception Unit (CRU) central schedulers on scheduling client appointments.
Facilitate review of provider schedules ensuring accuracy in location and blocked out times.
Support timely completion of clinical documentation by running and distributing missing-note and treatment-plan-due reports and following up with providers and supervisors.
Monitor the clinic against core operational metrics (e.g treatment plan timeliness, and note completion) and partner with clinic leadership and the Data Support team to act on the data.
Coordinate appointment reminders, no-show follow-up, and waitlist backfill at the clinic level in partnership with CRU.
Partner with the Registration unit on ensuring communication, scheduling upon, and data capture upon client registration.
Support timely resolution of expired or lapsed insurance so it does not disrupt scheduled care or billing.
Supervise Client Engagement specialist, and Porter, and coordinate services with other departments, such as fiscal and the Centralized Intake and Discharge program.
Coordinate staff schedules, time-off requests, and coverage to ensure smooth clinic operations.
Support onboarding and training of new administrative employees.
Maintain updated staff emergency contact information and training certificates.
Serve as the local point of contact for the central support teams, including CRU (inbound call center, central schedulers, and Virtual Clinic), Central Assignment Team, and Registration team.
Oversee billing processes, insurance claims, and patient payments.
Monitor clinic budgets, expenses, and financial reporting.
Collaborate with billing specialists to resolve claim denials, expired insurances, and payment issues.
Oversee front-desk collection of co-pays and client payments, and maintain cash-handling and reconciliation controls.
Ensure the clinic environment is clean, safe, and well-stocked with necessary supplies.
Coordinate maintenance and repairs with vendors and building management.
Manage inventory of office and clinical supplies.
Ensure adherence to local, state, and federal regulations, including mental health-specific standards.
Assist with audits, accreditation processes, and quality improvement initiatives.
Maintain up-to-date policies and procedures manuals.
Support a safe waiting-room and front-office environment for clients who may be in distress, including basic de-escalation awareness and clear emergency and crisis procedures for administrative staff.
Ensure incidents are documented and reported in accordance with agency policy and applicable oversight requirements, including NYS Justice Center reporting where required.
Support compliance with behavioral-health-specific standards.
Serve as a point of contact between Client Engagement Specialist, clients, vendors, and external partners.
Facilitate internal communication and support a collaborative team environment.
Address client concerns and escalating issues as needed.
Oversee the use and maintenance of electronic health record (EHR) systems.
Troubleshoot basic IT issues and coordinate with tech support when necessary.
Provide staff with training on software and system updates.
Serve as the clinic superuser for the Netsmart myAvatar EHR and any supporting operational tools, and coordinate workarounds and issues with the central teams and IT.