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About the Role

The Office Manager/Administrative Assistant oversees outpatient behavioral health clinics, ensuring smooth operations, timely supply provision, and addressing patient concerns. This role supports the Program Administrator with chart reviews and clinic reports for quality assurance and regulatory compliance. It also coordinates training requirements for residents and trainees.

Responsibilities

• Ensure confidentiality of medical records.
• Ensure patients are interviewed and seen expeditiously.
• Ensure timely processing and verification of financial and demographic information.
• Provide front desk coverage, including registration, scheduling, and insurance verification.
• Act as a liaison and communicate with various departments and satellite clinics.
• Prepare payroll and maintain employee timesheets.
• Train and evaluate the performance of outpatient employees.
• Plan staff schedules for in-service training and educational programs.
• Promote a professional environment with positive work relationships.
• Maintain confidentiality in compliance with HIPAA rules and regulations.
• Perform other related duties as requested or assigned.
• Update and manage payroll for all CMH Clinicians.
• Ensure front desk coverage when staff are absent.
• Correct scheduling errors, including incorrect dates and patient appointments.
• Notify patients of scheduling changes.
• Notify clinic staff of clinician or PBA emergencies.
• Work with the clinical team to ensure infection control standards are met.
• Ensure clinics are clean and repairs are conducted promptly.
• Prepare the agenda and minutes for CMH staff meetings.
• Ensure charts are prepared for utilization review.
• Attend CMH staff meetings and take notes.
• Send reminders to CMH staff regarding upcoming meetings.
• Coordinate training for all CMH staff.
• Order, replace, and provide office supplies.
• Assist with clerical functions such as faxing, copying, and scanning.
• Assist with supervising pediatric patients during parent interviews.
• Coordinate metrocard distribution for patients.
• Assist with processing prior authorizations for medications and procedures.
• Organize office operations and procedures, including clerical, bookkeeping, payroll correspondence, filing, and supply requisition.
• Formulate procedures for record retention, protection, retrieval, transfer, and disposal.
• Act as a receptionist for visitors.
• Answer phones, record calls, and provide general information about department services.
• Record and track department information and data on computer and organize files.
• Prepare reports for the Department Head as requested.
• Assist the department head with routine schedules.
• Perform other duties as required.

Requirements

• High School Diploma or Equivalency required.
• Minimum two (2) years of general office experience.
• Good interpersonal skills.
• Working knowledge of basic business math and clerical functions.
• Ability to communicate effectively in English, both verbally and in writing.
• Excellent written and verbal communication skills.
• Organizational skills and ability to prioritize.
• Ability to multitask.
• Involves standing, walking, sitting, lifting and talking.
• May include some repetitive motions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills

• Interpersonal skills
• Basic business math
• Clerical functions
• Effective communication (verbal and written)
• Organizational skills
• Prioritization
• Multitasking

Location

• Outpatient Behavioral Health Clinics

Work Type

• Full-time

Experience Level

• Minimum two (2) years of general office experience

Education Level

• High School Diploma or Equivalency
• Associate’s degree preferred

About the Company

• Interfaith Medical Center Outpatient Behavioral Health Clinics provide exceptional care to over 1000 patients.
• The Center for Mental Health, Behavioral Health Program-Adult and Intensive Outpatient Clinics are recipients of grants from SAMHSA and DSRIP.

Equal Opportunity

• IMC is an equal opportunity employer, it is our policy to provide equal opportunity to all employees and applicants for employment without regard to race, color, religion, national origin, marital status, military status, age, gender, sexual orientation, disability or handicap or other characteristics protected by applicable federal, state, or local laws.