217-069 Office Manager (MESA & Trauma Center) (30 hs/week)

Boulder, CO (Iris)

Share This Job

Job Description

Mental Health Partners offers a diverse, quality work environment, and competitive salaries

MHP application and background check required

Purpose: 

The Office Manager coordinates and administers the operations and general business activity of clinical team(s) to provide organized and efficient processes to support the delivery of comprehensive mental health services.

Job Summary: 

To develop office procedures and systems and train team members on their use. May supervise support staff and oversee or execute the activities necessary to facilitate a smooth-running office, including regulatory compliance, charting, filing, accounting, collections and other clerical duties.

Essential Functions:

  • Supervises or performs filing and maintenance of medical or other records and communicates with staff regarding what paperwork is outstanding and what is needed in the near future.
  • Provides administrative support to clinical program manager, staff, students/volunteers and psychiatrists by:
    • Participates with the program manager in hiring and orienting office staff as well as collecting and submitted new hire paperwork.
    • Maintains donor software and donor records.
    • Creates and sends correspondence as needed.
    • Assists with preparation and coordination of special events
    • Ensure efficiency of day-to-day operations for the teams. 
    • Serves as the point person for all grant-related tracking and liaisons  with the Accounting department on all grant tracking
    • Assists team members with paperwork and computer access information.
    • Develops written material for programs and projects as requested.
    • Schedules rooms or appointments for team members as requested.
    • Schedules rooms or appointments for team members as requested.
    • Reports intern/volunteer hours for each month.
    • Creates a welcoming and customer friendly environment, including but not limited to maintaining the safety and cleanliness of waiting areas.
    • Collects and analyzes data for reports to outside agencies and other MHP teams.
    • Communicates with clients, community and teams.
    • Oversees phones including either supervising support staff responsible for fielding calls and provides backup (or direct responsibility) for answering phones.
    • Provides front desk support by backing up front desk staff as needed. 
    • Collects, reviews and submits time certs and expense reports for team members on behalf of Program Manager.
    • Collects and reviews relevant team paperwork, and submits to Clinical Records when necessary.
    • Scans paperwork into electronic filing system as necessary
    • Develops, organizes and trains team members on office procedures and assist with questions pertaining to a variety of issues by:
      • Maintains and orders office supplies and oversees maintenance requests needed for the effective functioning of the team.
      • Supports the team by maintaining and sharing current knowledge of MHP and other partner agency’s policies and procedures, including the electronic medical record.
      • Ensures the office has the necessary forms on hand and preparing paperwork packets for clients.
    • Works collaboratively with the Accounts Receivable team to research, provide information and actively support collections for client accounts and balances.  Representative activities include: 
    • Helps clients understand the income verification process necessary to support a potential fee change; collects and scans client paperwork.
    • Supports a team approach to collections by keeping clinical team members informed about progress with collections, payment plans, needed support from clinicians in discussing responsibility for payment with clients, etc.
    • Completes a monthly review and meeting process with clients who have an outstanding balance.
    • Processes client financials, including researching and resolving client demographic discrepancies and/or missing information and maintaining updated billing, demographic and other information in CMHC.
    • Verifies Medicaid
    • Collects fees, logs payments, and prepares deposits per published schedules.
    • Submits client account balance corrections to Accounts Receivable per published schedules. 
    • Maintains team P-Card; reconciles and tracks monthly records and bills
    • Manages petty cash including tracking expenditures and receipts, reconciling per published schedules and ensuring appropriate usage of petty cash.
    • Monitors change box, reconciling per published schedules and ensuring appropriate usage of change box.
    • Codes all invoices/bills and charges; submits to Accounts Payable per defined timeframes.
    • Coordinates facilities requests for teams and, at some sites, handles certain facilities needs directly.
    • Coordinates disaster planning activities for site, particularly at facilities other than the Iris building.
    • Promotes and demonstrates MHP’s mission, vision and values through both behavior and job performance on a day to day basis
    • Effectively interacts and communicates with other MHP staff/clients/customers/partners/etc.
    • Regular and consistent attendance is required to perform other essential functions of the job
    • Assists with the dissemination of communications (both internal and external) to team members to include distribution of printed materials, highlighting relevant and/or time sensitive emails, providing additional information regarding applicability in the specific team setting, etc.
    • May conduct wellness related classes for staff/clients.
    • Meets defined individual and department goals, activity metrics and Key Performance Indicators
    • Promotes, supports and demonstrates MHP’s mission, vision and values through both behavior and job performance and adheres to policies, procedures, Compliance Plan and Standards of Conduct on a day to day basis
    • Effectively interacts and communicates with other MHP staff/clients/customers/partners/etc.
    • Regular and consistent attendance is required to perform other essential functions of the job
    • Other duties as assigned

     

 

Skills & Requirements

Education/Experience/License/Certification

  • High School Diploma or GED required
  • Five years’ general office experience required

Knowledge/Skills/Abilities:

  • Excellent communication skills with clients and staff, both in person and on the phone
  • Strong customer service skills
  • Ability to organize and prioritize work and work independently
  • Flexible and able to handle multiple tasks
  • Detail oriented
  • Proficient computer skills including use of MS Office (Outlook, Word, Excel, Power Point and database management)
  • Basic knowledge of billing and accounting procedures
  • May include some exposure to people in acute distress or crisis.
  • May require travel to several MHP sites throughout Boulder and Broomfield counties
  • Advanced computer skills including use of electronic health record and MS Office products and the ability to learn new tools as needed
  • Bicultural/Bilingual (Spanish) preferred

Working Environment

  • General office environment
  • Must be able to work in a shared office space with frequent interruptions
  • May include working with people in acute distress or crisis
  • May require travel to several MHP sites throughout Boulder and Broomfield counties to attend meetings