Clinical Office Manager

Job Locations US-AZ-Phoenix
Posted Date 1 week ago(2/13/2018 1:49 PM)
Job ID
2018-1365
# of Openings
1
Department
Clinical

Overview

Do you have office management experience in a clinical or medical office setting? Do you enjoy providing the highest level of customer service to both external and internal customers? If so, we have an exciting opportunity for you!

As the Clinical Office Manager, you will be responsible to ensure the quality of treatment services provided throughout the program via direct oversight of the clinical office coordinators and case management staff members. Conducts chart audits to ensure documentation is in compliance with the State of Arizona Department of Health Services, Office of Behavioral Health Licensure, and in compliance with the treatment services TASC is obligated to provide via contracts. Serves as a representative of TASC in meetings with organizations external to TASC. Carries out administrative duties as required, ensuring smooth program operations. The Clinical Office Manager will answer phones, schedule client and counselor appointments, and accept client payments. This position includes functioning as a Case Manager for one or more populations. We offer excellent health-care benefits, telemedicine, generous Paid Time Off (PTO), paid holidays and so much more!

Responsibilities

RESPONSIBILITIES

  • Monitors clinical charts via audit to ensure quality and timely delivery of treatment services to all clients.
  • Compiles findings of clinical chart audits and creates reports for the Clinical Director.
  • Creates processes and content to support facilitation of ongoing training with designated program personnel, in order to ensure that the front office is operating efficiently.
  • Assists in the maintenance of program rules and procedures, as required.
  • Executes progressive disciplinary procedures, as needed for employees supervised.
  • Provides written performance evaluation for employees supervised.
  • Monitors an assigned caseload, as designated.      
  • Coordinates emergent coverage for absent counseling personnel.
  • Schedules appointments, maintains calendars, monitors counselor availability, schedules clients for assessments, as well as group and individual counseling, notifies clinicians of his/her respective schedules.
  • Tracks Clinical Services, including setting up new clients and inputting new referrals for clinical services; enters services ordered and generates group rosters; collects attendance reports for clinicians; enters completed services; and collects treatment reports (i.e., clinical documentation, MTRS, etc.), as required for billing.
  • Tracks new employee information, including setting up new clinicians and inputting new clinician information into TASC, DMV, BOP, etc. databases; provides new employees with keys, ensures that all new employees have alarm codes, etc.
  • Maintains client files; setting up new files and keeps filing current, etc. and ensures that the clinicians submit required documentation for client charts, in a timely manner.
  • Conducts other duties, such as answering phones (making appointments, directing calls to clinicians, etc.); works with referral sources to coordinate client services, as necessary; collects payments from clients for services; reconciles payments received and services rendered.
  • Other duties, as assigned by the Clinical Director within the general scope of this position or the local office’s mission and operational necessities. 

 

 

EEO Statement

QUALIFICATIONS

  1. Must possess either a minimum of a Bachelor’s degree or have completed at least 2 years of college courses and a minimum of 5 years working in the behavioral health field.
  2. Minimum 4 years of experience working in a professional office setting.
  3. Must possess good verbal and written communications skills.
  4. Knowledge of substance abuse treatment and mental health treatment.
  5. Must possess personnel supervisory skills, disciplinary procedures, and performance evaluation preparation.      
  6. Must have basic computer skills with word-processing, spreadsheets, and charts.
  7. Knowledge of the criminal justice system is preferred.
  8. Must be able to integrate knowledge in areas of criminal justice and clinical treatment.
  9. Must be able to carry out assigned administrative duties and effectively act as liaison between the TASC program, various jurisdictions in the criminal justice system, and treatment modalities in the community.
  10. Must be able to effectively communicate with a variety of corporate, government, and private agency professionals.
  11. Must be able to demonstrate integrity, leadership, avoidance of conflict of interest, and resistance to client manipulation
  12. Must pass urinalysis drug test.
  13. Must be eligible to work in the US for any employer.
  14. Must pass criminal background check.
  15. Must be able to obtain a Level 1 Fingerprint clearance card.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: 

  • Must be able to lift from floor to waist up to 20 pounds.
  • Must be able to read, write, and communicate fluently in English.
  • Must be able to give and receive verbal and written instructions.
  • Must possess the ability to utilize visual and auditory senses to complete all job duties as assigned.
  • Must be able to work in a typical office and healthcare environment. 

COMPETENCIES FOR CLINICAL OFFICE MANAGER

 

Communication Clearly conveys and receives information through a variety of media to individuals or groups in a manner that engages the audience, helps them understand and retain the message and invites response and feedback. Effectively manages unit meetings to communicate organizational values and employ learning opportunities while able to quickly “think on their feet.” Keeps others informed as appropriate. Demonstrates good written, oral, presentation and listening skills.

               

Cultural Competence Cultivates opportunities through diverse people; respects and relates well to people from varied backgrounds, understands diverse worldviews, and is sensitive to group differences; sees diversity as an opportunity, challenges bias and intolerance.    

               

Team Leadership Communicates a vision and inspires motivation, positively and enthusiastically engages with peers and direct-reports in team process to solve problems, works to find a win/win resolution of differences, is aware of how management style impacts staff productivity and development, modifies personal leadership style to meet situational requirements and helps team stay focused on major goals while managing within a context of multiple directives.

               

Ethical Leadership Acts and understands importance of adherence to laws, regulations and policies that governs one’s work and/or geographical area, demonstrates good moral character by conveying care for others, being honest, fair and acting with integrity, follows the ethic codes of one’s profession and the organization, conveys importance of improving lives and the community, and behaves in a manner that is respectful, positive and avoids doing harm.

 

Manages Work Shows ability to plan, schedule, and direct work of self and others; balances task requirements and individual abilities; organizes materials to accomplish tasks; sets challenging yet achievable goals for self and others.

 

Quality Orientation Monitors and checks work to meet quality standards; demonstrates a high level of care and thoroughness; checks work to ensure completeness and accuracy.

 

Professional/Technical Knowledge and Skills Possesses acquires and maintains the professional/technical expertise required to do the job effectively and to create staff/client/customer solutions. Technical/professional expertise is demonstrated through problem solving, applying professional judgement, and competent performance.

 

 

TASC, Inc. is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: TASC, Inc. is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications; without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, or any other status protected by law.

 

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