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BRANCH OFFICE MANAGER JOB DESCRIPTION

BRANCH OFFICE MANAGER

JOB SUMMARY:

 

The Branch Office Manager ensures the organizational success of the branch office by maintaining all aspects of clerical office operations.

 

QUALIFICATIONS:

 

  1. High school graduate or equivalent.

  2. Minimum of one year of clerical experience in a medical office setting.

  3. Minimum of one year of experience with data entry and demonstrated proficiency in typing at a minimum of 50 WPM.

  4. Demonstrated proficiency with Microsoft Word, Excel, Power Point, Outlook.

 

RESPONSIBILITIES:

 

  1. Assures telephones are answered in a professional and courteous manner and directs calls to the appropriate staff member; takes and routes messages when staff members are busy or absent.

  2. Screens referral calls and obtains basic information when designated referral person is unavailable. Enters basic demographic information into software system Intake tab.

  3. Prepares letters, reports and other correspondence related to the Agency.

  4. Assists with the orientation of new employees as requested.

  5. Maintains office supply inventory. Orders supplies as needed from vendors. Organizes and inventory’s supply room/area.

  6. Monitors EOE deficiencies daily.  Independently performs activities necessary to ensure the clean-up of deficiencies, such as following up on Orders Completed by initiating contact with physician’s offices and/or sales representatives. Recopies and/or re-submits orders via facsimile (including e-facsimile) and electronic submission system as necessary in order to prevent aging beyond 14 days.

  7. Monitors Orders Awaiting Physician Sign daily. Independently performs activities necessary to ensure orders are returned to the branch timely by initiating contact as necessary with physician’s offices and/or sales representatives. Recopies and/or re-submits orders via facsimile (including e-facsimile) and electronic submission system as necessary in order to prevent aging beyond 14 days.

  8. May receive accounts payables, makes deposits and forwards slips to the management company as necessary in a timely manner.

  9. Submits personnel file documentation to HR to ensure renewables are entered in the EMR timely per state/federal regulation and agency policy and procedure.

  10. Performs OIG, abuse, licensure, probation and parole, national and state sexual, and national and state criminal background checks annually. Ensures results are communicated to the Clinical Manager and are placed in the personnel file.

  11. Assists in the performance of MVR checks annually.

  12. Receives invoices, statements and bills, ensures the appropriateness of all and forwards all to the management company for payment.

  13. Maintains petty cash. Receives check from management company, ensures appropriate use of case and receipts are submitted for all expenditures. Submits log to management company with all receipts attached at least monthly.

  14. Acts as liaison between vendors and service companies, Administration and the management company. Initiate contact when maintenance or service is required in the branch office with the landlord and or equipment vendors.

  15. Contacts patients via telephone to perform customer satisfaction activities. Routes calls to the clinical team if patients have a complaint or concern.

  16. Ensures the timely billing of all claims by independently performing tasks related to Clinical Approval EOE as they appear on screen. Completes the Billing Audit Tool and forwards to the Clinical Manager for signature and Approve for Billing.

  17. Performs payroll activities to include submission to management company for processing. Communicates with Payroll Coordinator to ensure payroll is accurate and timely

  18. Assists with the review and approval of subforms when asked.

  19. Acts as back up for other Branch Office Assistants in the performance of their duties.

  20. Acts as back up for other Branch Office Managers in other branch office locations in times of staffing issues.

  21. Communicates the status of EOE, payroll, personnel and/or all other clerical office operational functions to the Clinical Manager daily. Gives regular status updates.

  22. Attends in-services and staff meetings as scheduled.

  23. Demonstrates acceptable attendance and punctuality.

  24. Follows directions of the Clinical Supervisor and Branch Manager and is supportive of branch, agency and management company policies and procedures.

  25. Demonstrates professional and positive attitude at all times with supervisors, subordinates and peers, as well as constructive conflict resolution skills utilizing the appropriate chain of command.

  26. Maintains a professional appearance at all times.

  27. Performs other duties as assigned.

 

WORKING ENVIRONMENT:

 

Works indoors in Agency office. Travel by automobile occasionally.

 

 

JOB RELATIONSHIPS:

 

  1. Supervised by:  Clinical Manager, Clinical Supervisor, DON, Administrator.

 

 

RISK EXPOSURE:

 

Low risk

 

 

LIFTING REQUIREMENTS:

 

Ability to perform the following tasks if necessary:

  • Ability to participate in physical activity such as walking.

  • Regularly required to sit for extended periods of time.

  • Required to lift and or move up to 10 pounds.

  • Specific vision abilities include close, distance, color, peripheral, depth, perception, and ability to focus; Specific hearing abilities include spoken work in person and via telephone.