Office Manager

Position Summary: The Office Manager will play a pivotal role in ensuring the smooth day-to-day operations of the CORE clinics, overseeing administrative tasks, and supporting the needs of two clinic locations. This includes direct supervision of clerical and data entry staff at both locations, requiring the Office Manager to adeptly go back and forth between the two sites. Responsibilities encompass being the Safety Officer, overseeing the front office, reception area, and medical chart room activities, ensuring compliance with agency guidelines. Duties also include providing excellent customer service, accurate computer input of client and billing information, scheduling coordination, and tracking data. The role involves effective communication with staff, maintaining HIPAA standards, and providing backup coverage for clerical duties. The Office Manager additionally offers training and mentoring to clerical staff, keeping the Program Director informed of operational issues. Essential Duties and Responsibilities : include the following. Other duties may be assigned. Office Administration: o Manage and coordinate office activities to ensure efficiency and compliance with clinic policies. o Oversee the scheduling and coordination of appointments, ensuring optimal utilization of clinic resources. o Handle phone calls, emails, and inquiries, providing excellent customer service to clients and stakeholders. Location Management: o Support the clinic's operations at two locations, managing the unique needs and requirements of each. o Regularly travel between the two locations to address on-site needs, troubleshoot issues, and provide support to staff. o Ensure the program's adherence to opening and closing procedures according to organizational policies. Patient Records Management: o Oversee the maintenance and organization of Client records, ensuring compliance with privacy regulations. o Collaborate with program staff to facilitate the efficient flow of client information between administrative and clinical functions. o Ensures all clerical staff are proficient in working within the Electronic Health Record (EHR), enhancing overall operational efficiency. o Support with data entry into HMIS, ensuring the highest quality of outcomes and adherence to standards. Staff Support: o Collaborate with clinical and administrative staff to address office-related needs and streamline processes. o Assist in the on-boarding and training of new administrative personnel. Supplies and Inventory Management: o Procure and manage office supplies, ensuring adequate stock levels and cost-effective purchasing at both locations. o Maintain inventory records and oversee equipment maintenance. Financial Management: o Assist in the development and monitoring of the office budget, ensuring fiscal responsibility and adherence to financial guidelines. o Work closely with the finance department to track expenses and identify cost-saving opportunities. Quality Assurance: o Implement and monitor quality assurance measures to ensure the highest standards in administrative processes. o Conduct periodic audits to identify areas for improvement and implement corrective actions. Vendor Management: o Manage relationships with office-related vendors and ensure follow through on agreements/contracts. o Review, approve, and process invoices related to office services and supplies. Emergency Preparedness: o Develop and maintain emergency preparedness plans for both clinic locations. o Conduct regular drills and training sessions to ensure staff readiness in case of emergencies. Conflict Resolution: o Work with the management team to address conflicts or concerns within the team promptly and constructively. o Collaborate with Human Resources to implement conflict resolution strategies and maintain a positive team dynamic. Policy Dissemination: o Ensure clear communication and understanding of clinic policies among the clerical team. o Disseminate updates on policies and pro…

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