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About the Role
The ACT Office Manager is a non-clinical staff member responsible for managing medical records, operating and coordinating the management information system, maintaining accounting and budget records, and performing reception activities. This role handles sensitive and confidential material and reports to the Director/Team Leader.
Responsibilities
- Attend all daily meetings with the ACT team and be prepared to report on-call activity of clients.
- Triage calls and coordinate communication between participants and clinical staff.
- Responsible for Monthly Medicaid Billing.
- Handle routine correspondence.
- Assist with the organization and filing of Petty Cash Funds, Metro Cards, P-Card Receipts and Vendor Invoices.
- Order and distribute supplies for the program.
- Open, sort, and distribute mail.
- Take minutes at all ACT meetings and prepare for review, edit, and approval by ACT Director/Team Leader before distribution to staff.
- Oversee fee processing and work closely with fiscal, purchasing, and facilities to ensure agency practice adherence.
- Conduct periodic audits of all data entry for accuracy and to ensure staff understanding of procedures.
- Provide secretarial support to the Director/Team Leader and other management staff, especially in confidential matters.
- Monitor, distribute, and replenish the petty cash for the division.
- Submit all status forms/PAFs and pay documents for the division in a timely manner.
- Become acquainted with appropriate Jewish Board, ACT, OMH and other regulations and ensure compliance.
- Oversee archiving and storage of clinical case records and billing documentation.
- Assist in preparing for audits and in mailing out requests for information, as directed.
- Perform tasks associated with a clerical position.
Requirements
- Strong attention to detail and record keeping.
- Team player who functions well in a multi-disciplinary team environment.
- Reliability and discretion.
- Adaptability.
- Communication, negotiation and relationship-building skills.
- Organizational skills.
- Time Management.
- Problem solving skills.
- Initiative.
- Previous experience with medical billing and electronic case record keeping.
- Strong computer skills (word, excel, databases, etc).
- Strong managerial skills.
- Aptitude with numbers.
- 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.
- Limited applications of manual dexterity and hand-eye coordination.
Skills
- Medical billing
- Electronic case record keeping
- Microsoft Office
- Databases
- Communication
- Negotiation
- Relationship-building
- Organization
- Time Management
- Problem solving
- Initiative
- Record keeping
- Attention to detail
- Teamwork
- Reliability
- Discretion
- Adaptability
Location
- Office
Work Type
- Full-time
Experience Level
- 6-years of relevant work experience with High School Diploma
- 3-years of relevant work experience with Bachelor’s degree
Education Level
- High School Diploma
- Bachelor’s degree
About the Company
- The Jewish Board’s Community Behavioral Health 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.
Equal Opportunity
- We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.