Office Manager- No weekends/Holidays/Superb Benefits! en New Vista Scott County Clinic

If you are mission driven and want to help the lives of people in your community, we have a place for you on our Team!  

The Office Manager supports the administrative management of services and programs working with supervisory and support staff, Managers, Directors, and other organizational management to ensure compliance with all relevant policies and procedures. This role fosters collaborative relationships and teamwork within the clinic to ensure the best client experience within New Vista’s on-site, telephonic and virtual clinic spaces as well as supports the overall function of their hub/department. The Office Manager thinks outside the box and finds ways to make the clinic a welcoming environment for clients and staff, ensuring a critical “no wrong door” approach - that any program a client enters can provide a universal gateway to enter any New Vista service. The Office Manager ensures the team engaging with clients is customer service-centric and operates as a connection point to services throughout the organization. The Office Manager is a positive team player that promotes a culture of inclusion and participation.

Required Education and Experience

• High school degree or equivalent
• Three years of relevant experience in the healthcare field
• Valid driver’s license, reliable transportation, and proof of auto insurance

Preferred Education and Experience

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Oversee office operations (to include onsite, telephonic, and virtual spaces) to ensure the environment is welcoming and the experience for clients is seamless, with productive workflows and scheduling procedures
• Ensure team is working as one team across departments, training office staff to work and schedule in all aspects of the clinic/department and facilitating connections to programs outside the clinic/department
• Evaluate spaces from a client perspective, offering suggestions to lower barriers to accessing care and finding ways to embrace the “no wrong door” philosophy
• Recruit, supervise and train relevant office/department staff
• Ensure medical records are stored and archived appropriately
• Check client’s progress, billing, and notes for accurate billing code information transmission to Finance (e.g. reviewing notes in EHR, running Daily Detail Service Report, checking the accuracy of CEFE, state data, etc.) and ensure/monitor timely completion of all notes and documented project activity tickets, as relevant
• Conduct safety drills, maintain Infection Control and Safety Inspection logs and submit reports to Facilities Management as required
• Ensure that schedules are consistently optimized to their fullest potential
• Support the infrastructure of the clinic/department, ensuring day-to-day IT and maintenance needs are addressed and overseeing purchasing/maintenance
• Oversee collections and follow up with delinquent client accounts, ensure staff follow billing policies and procedures, monitor insurance compliance, and assist clients in establishing payment plans
• Coordinate coverage for relevant staff, assisting with coverage when needed
• Function as the Electronic Health Record (EHR) lead for PM-related issues and obtain Avatar Superuser status, providing updates regarding changes and managing all necessary corrections
• Run and distribute reports relevant to the clinic/department
• Develop, gather, organize and analyze a variety of reports and financial data to assist in managing the program
• Conduct site reviews to ensure office policies and procedures compliance; apply results to operational improvements, consulting with the management team in implementing and improving policies and procedures
• Review and approve applications for Community Medication Support Program (CMSP), tracking and monitoring financial data for programs, when relevant
• Coordinate with the Medication Safety Officer regarding PPD and flu shot clinics and any similar staff events
• Monitor credentialing, licensure, and certification requirements for applicable positions  
• Participate in administrative meetings, identifying process improvement strategies and facilitating training to strengthen operations within the clinic/department
• When relevant, manage transportation within the hub, receiving requests, supervising and scheduling Driver(s) as well as ensuring vehicles are maintained (gas card, daily vehicle checks, reports, and overall maintenance)
• Communicate with community partners regarding involuntary transportation reimbursement, legal and clinical paperwork, training and/or workflow guidelines for staff and community partners/agencies, as relevant
• Understand and communicate the array of services offered within the clinic/department internally and externally to deepen understanding of the clinic/department and larger organization
• Create weekly/monthly schedules in conjunction with the relevant manager and/or team lead
• Review data and create a system that ensures all clients are served in an equitable and timely manner with high quality of care
• Other projects as assigned

While we welcome all to apply, there are some position specific background stipulations that must be met to comply with various regulatory and contractual requirements.

New Vista prohibits discrimination and harassment against any applicant, employee or contractor based on sex, race, color, age, national or ethnic origin, religion, physical disability, mental disability, genetic information, marital status, sexual orientation, gender identity or expression, citizenship, pregnancy or maternity, protected veteran status, or any other basis prohibited by applicable federal, state or local law.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, working conditions, promotion, termination, layoff, recall, transfer, leaves of absence, wage and salary administration, employee benefits and training. It is also the company’s policy to prohibit all forms of retaliation against any individual who has complained of harassing or discriminatory conduct, encouraged another to complain, participated in an investigation into such complaints, or opposed unlawful discrimination.