General Position Summary

[The Office Manager/Intake Coordinator will oversee the general administrative function and activities of the office, including client intake and client records creation and up-keep.

**[Detailed List of Essential Duties/Responsibilities:

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• Maintains office files; implements an efficient system for other staff to access files and records.
• Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• May recruit, interview, hire, and train junior administrative staff in the department.
• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Creates positive experiences for internal and external customers that will meet their expectations. (External customers include our patients, families, referral sources, vendors, the community, etc. Internal customers are the people within the agency with whom you work.)
• Displays a degree of courtesy, tact, and knowledge of services provided by the agency in all contact with staff, patients, and visitors.
• Responsible for the insurance process: (a) insurance verifications are done timely and accurately with a goal of all verifications, insurance forms, and patient notification of out of pocket expenses prior to soc, (b) ensures reauthorization is obtained timely, (d) communicates with the clinical offices regarding authorization and insurance coverage issues, (e) ensures batch errors r/t Intake process are cleared same day of notification, (i) notifies supervisor immediately when potential issues arise concerning authorization or reimbursement.
• Assists the Intake team complete processes related to the referral process: (a) data entry of referral (b) follow up related to the referral process to include, but not limited to gathering referral information or verification of the Attending or Rendering clinician
• Assists with other Intake duties as assigned. Intake duties may include, but are not limited to: (a) running mileage advisor, (b) entering new providers and facilities into the EMR, (c) updating starts of care, assisting Executive Director, Operations Manager, or Compliance Specialist with gathering data for patient intake, accreditation and/or Compliance projects.

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