Office Manager

Responsible for clerical supervision and secretarial support at Sports Plus Camden Hospital as well as specific duties to include scheduling of patients, scheduling of meetings, transcription, supply maintenance, insurance verification, taking of minutes, receiving of payments and co-payments, monthly reporting, chart review, maintenance of accuracy of patient’s medical records, basic accounting skills, good telephone etiquette, and good communication skills. The employee will be responsible for secretarial and receptionist duties 8 hours a day, 5 days a week. The employee is subject to call back and overtime as required by the hospital.Place requisitions, purchase orders, supplies, Information System (IS) needs, orders, and work orders as needed or as requested by department staff.Schedules outpatients as directed by therapists; maintains and updates appropriate departments and patients records according to department guidelines ensuring completed charts are delivered to HIM.Places and receives telephone calls for the department, provide information and assistance, takes messages, and refers callers to the appropriate person as needed.Prepares discharged charts to be sent to Medical Records for final billing making sure that the chart is in the proper sequence according to Medical Record guidelines.Interviews and registers all new patients by obtaining personal and financial information data, securing signatures of legally responsible individuals, and giving instructions and assistance to patients and their families as needed.Trains new employees regarding proper telephone procedures, use of the intercom, outpatient registration, flow of outpatients, and computer training as needed.Responsible for the accurate and complete collection of data regarding patient appointment schedules with physician offices and other services as needed.Types, distributes, and files memos, correspondences, monthly reports, and other materials for the department.Sends certifications and re-certifications to physician for signature and logs in and out for proper tracking all to maintain proper system compliance.Also trains new employees to communicate effectively with insurance companies regarding pre-certifications, certifications, approvals, and appeals to ensure maximum reimbursement.Maintains office and rehab supplies necessary for the operation of the Department.Prepares monthly reports for physical therapy, as requested.Assumes responsibility for customer and other department opportunities regarding complaints, messages, arranges, and resolves these opportunities appropriately to promote a positive relationship.Receives, open, and sorts mail for Program Manager and Sports Plus Staff.Any other responsibilities as assigned by Supervisor.Schedule meetings for the Manager as requested.Keep the Manager informed on possible problem areas thus taking care of the situations before they become major problems.Ensure professionalism is maintained at the front desk by use of proper etiquette, confidentiality, and prompt answering of the phone while scheduling patients for their next visit as they leave.Properly ends visits and discharges patient from hospital system via computer.Logs all outpatient charts send to Health Information Management (HIM) with name, account number, medical records number and date sent to Medical Records for later referral.Takes minutes of department meetings and other as needed, transcribe, files, and distributes upon completion.Must be thorough and accurate when posting information to the Hospital system in order to allow the Billing Office to properly file claims.EDUCATION: High School Diploma or equivalent required.LICENSURE, REGISTRATION, CERTIFICATION:N/AEXPERIENCE:Ability to understand, spell, and use medical terminology especially rehabilitation terminology. Ability to manage and perform office procedures efficiently as required through a minimum of 3 to 4 years of experience as an office manager, secretary, and receptionist. Knowledge of hospital and department policies and procedures as acquired through 2-3 months of orientation.KNOWLEDGE, SKILLS, AND ABILITIES:Ability to type 40 words per minute and operate a 10 key adding machine by touch.Ability to read, write, utilize correct spelling, grammar, and punctuation, follow written procedures, and perform basic mathematical calculationsAbility to take dictation and transcribe preferred. Skill and proficiency in communication, preparation of written reports, and written material. Ability to utilize basic office machinery including personal computers. Must be proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook. Must be proficient in the use of the Internet. Must be proficient in all aspects of health insurance including Medicare (i.e. obtaining benefits, pre-certifying, obtaining approval, and the appeals process including appealing claim denials). Must have knowledge of Medicare Compliance guidelines. Ability to compose and type letters and forms as needed by the director of the department or other personnel.Requisition ID: 2020-42159 Shift: Days Street: 175 Hospital Drive Post End Date: 12/1/2020 F-Location Name w/o External ID: Physical Therapy