Associate Office Manager SUD presso New Vista Medication Assisted Recovery

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 Associate Office Manager provides administrative oversight and support to the satellite units and clientele to ensure program goals and objectives are met. Handle day to day operations in office setting and coordinate message distribution to staff and outside organizations. The Associate Office Manager is a positive team player that promotes a culture of inclusion and participation.

Required Education and Experience

Essential Functions

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

• Responsible for the training of all office personnel – train support staff directly
• Oversee front office collections, ensure staff follow billing policies and procedures as stated by the corporate finance department, and monitor insurance compliance
• Oversee front office operations to ensure productive workflow and scheduling
• Ensure medical records are stored and archived appropriately
• Ensure/monitor timely completion of data input, including but not limited billing notes, and project activity tickets
• Check client’s progress note, billing note, and case management notes for accurate billing code information transmission to finance (i.e., reviewing notes in EHR, running Daily Detail Service Report, accuracy of CEFE, state data, etc.); monitor at designated intervals
• Facilitate the recruitment, hiring, disciplinary action and overall supervision of support staff in consult with the Office Manager
• Conduct safety drills and report to Corporate Facilities Management as required
• Maintain infection control and safety inspection logs and report out to Corporate Facilities Management
• Oversee monitoring, management and scheduling of appointments for therapists and prescribers
• Ensure that schedules are optimized to their fullest potential at all times
• Ensure that the building is clean, inviting and in good working order
• Oversee purchasing/maintenance
• Oversee collection of payments
• Address client failure to pay
• Assist client in establishing a payment plan
• Coordinate hub coverage for Office Managers and staff in their absence; personally, cover positions when required
• Monitor credentialing, licensure, and certification requirements for applicable positions  
• Run and distribute reports for:
  • treatment plans, service plans, recovery plans
  • doctor signature when required
  • treatment plan review
  • no services in 60 days
  • completion of expanded psychosocial
  • all assessment components – addictions, risk etc.
  • PCP letters
  • health history update
  • FTKA rates

• Ensure that Infection Control and Safety Inspection Logs for the satellite offices are maintained and report out to Corporate Facilities Management
• Review and approve timesheets as required
• When indicated, carry out disciplinary action according to policy 

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