OFFICE MANAGER

Summary:  The Office Manager is responsible for ensuring the smooth operation of the clinic and overseeing the staff assigned to their clinic.  
 
Essential Duties and Responsibilities include the following: 
 
•    Overseeing the work of all office employees to ensure they work productively and meet deadlines and agency standards. 
•    Files/scans clinical and administrative documentation daily into the agency’s electronic health record (EHR).  
•    Reviews the digital medical records for completeness. 
•    Performs routine typing and clerical work. 
•    Prepares medical records in response to appropriate release requests from other agents or agencies. 
•    Backups up the Medical Receptionist during breaks, lunch, training, etc. 
•    Maintains the inventory of and orders office supplies. 
•    Maintains the EHR by entering required consumer information such as diagnosis, treatment plan updates, discharges, etc. 
•    Produce and distribute treatment plan due list to the staff at least once a month. 
•    Maintains digital and physical medical records in accordance with Quinco policies and procedures, TDMHSAS Licensure rules and regulations, and other regulations and standards. 
•    Reports promptly to the appropriate clinician information or request from a consumer they serve. 
•    Assess and refer the walk-in and non-scheduled emergency requests for services. 
•    Receives consumer or community complaints and notifies the clinical director of the clinic. 
•    Monitors work environment for life safety compliance, equipment functioning, etc.; submits work orders as needed. 
•    Reconciles cash box every week. 
•    Deposits funds collected every week and on the last day of the month. 
•    Conducts initial orientation for newly admitted clients. 
•    Attending scheduled meetings and relate relevant information. 
•    Attend weekly staff meetings to be familiarized with clients and any issues/problems. 
•    Maintains copier, fax machine, and other requisitions necessary for maintenance and repairs. 
•    Other duties may be assigned. 

Supervisory Responsibilities:  The Office Manager supervises the Medical Receptionist assigned to their clinic. The Office Manager must meet with their supervisees at least once a month to provide documented supervision. 

Physical Demands:  The physical demands described here represent those that an employee must 
meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 
 
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to climb or balance. The employee must frequently lift and move up to 25 pounds.  
 
Work Environment:  The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 
 
The noise level in the work environment is usually quiet. 
 

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 
 
Education and Experience:  High School diploma, GED, or higher; and two years related experience and training; or equivalent combination of education and experience. 
 
People Skills:  Ability to deal tactfully with the public and co-coworkers, exercise good judgment in evaluating situations and making decisions, express ideas clearly, concisely, and convincingly, and have knowledge of modern office practices, procedures, and equipment. 
 
Language Skills:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of consumers or employees of the organization. 
 
Mathematical Skills:  Ability to calculate figures and amounts.   
 
Reasoning Ability:  Ability to solve practical problems and deal with various concrete variables in situations with limited standardization. Ability to interpret various instructions furnished in written, oral, diagram, or schedule form. 
 
Certificates, Licenses, Registrations:  CPR and First Aid certification and Non-violent crisis intervention training.