Office Manager, Mental Health 24-01028 - Alura Workforce Solutions

POSITION 
Office Manager / Mental Health 
(Mental Health Medi-Cal Eligibility Experience Required) 

SUMMARY OF POSITION

The Office Manager ensures the smooth operation of administrative functions within our clients Mental Health Crisis Residential Treatment program, including Medi-Cal eligibility verification, client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies.

ESSENTIALS DUTIES

• Performs Medi-Cal and Medicare eligibiliy verificatons at time of intake and discharge for services provided.
• Performs all administrative duties, including answering phones, scanning, filing, faxing, mailing, printing, collating, and uploading/downloading documents.
• Maintains, participates in, and transcribes accurate meeting minutes
• Constructs forms, rosters, checklists, etc., which facilitate program operations.
• Coordinates accounts payable check requests with hospital finance department.
• Maintains petty cash in accordance with agency guidelines.
• Oversees client accounts and weekly banking, ensuring accurate record keeping and timely notification to Program Director and/or Forensic Clinician of concerning items/inconsistencies.
• Acts as a liaison to the Business Office to ensure accurate record keeping of all client transactions.
• Works collaboratively with the Case Manager to accurately track clients' benefits and life support balances.
• Performs Medi-Cal and Medicare eligibiliy verificatons at time of intake and discharge for services provided.
• Acts as a liaison with outside service providers (e.g., shredding company, pest control, building management, water delivery, etc.) to ensure consistent service and payment of invoices and ensures maintenence of company vehicle. 
• Coordinates with the Gateways CRTP team regarding patient transfers, check requests, and life support needs.
• Conducts facility orientation for all newly hired staff.
• Maintains effective and professional communications with other departments within the agency, including Satellite, FCTP, Finance, Business Office, EVS, Engineering, and IT Support so as to ensure the smooth operation of the program.
• Operates and understands minor maintenance for office equipment.
• Monitor the notification of computer problems and the completion of repairs of all computers and office equipment with IT Support
• Assists Program Director in program development and administrative functions, such as quality indicator reports (e.g., QI and MRR), as needed.
• Proficiently uses Microsoft Office Suite, an electronic medical record, and Sharepoint.
• In support of the Program Director, helps keep the team updated on all policy and procedure changes when needed.
• Works collaboratively with multi-disciplinary treatment team, including timely and effective communication.
• Maintains effective and professional communications with relevant community agencies the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed.
• Maintains an objective and professional relationship with clients at all times.
• Ability to work independently, and with continuous interruptions.
• Responsible for maintaining office in a neat and orderly condition.
• Ensures supplies are fully stock and ordered in a timely manner.
• Collaborates with human resource department, ensures department personnel are reminded of and completing annual renewals, and new hire onboarding processes, using the Gateways' nondiscriminatory employment procedures and policies.
• Assists physicians and nurse practitioners with scheduling, managing wait room, EHR entry, and other tasks as designated.
• File all documents related to the evaluation unit on the G drive using the appropriate naming format.
• Maintains job interest and technical skills
• Performs other related tasks as directed and seeks additional tasks during slow times.
• Oversees and completes tasks of Administrative Assistant in their absence.
• Enters admits into EHR system

REQUIREMENTS 

EDUCATION & CERTIFICATES

• High School Diploma
• Vocational school training, Business College, or college units in a related field.

EXPERIENCE/QUALIFICATIONS

• 3-5 Years experience in office work. Supervisory experience a plus.
• Experience in mental health or corrections environment, familiarity with related terms required. 
• Medi-Cal eligibility experience required.
• Experience in billing, accounting and/or money handling.
• Experience in mental health facility or with medical records.
• Competence in computer operations, including standard Microsoft programs such as Word, Excel, and Outlook.
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to communicate effectively with all staff, maintain confidentiality and work independently.
• Outstanding language and communication skills.
• Demonstrated ability to make competent decisions and work independently. when circumstances warrant.
• Basic billing and budget skills.
• Ability to cope with situations that are challenging.
• Demonstrated supervisory administrative abilities necessary to manage. department operations.
• Proven ability to work with adult population.
• Functional knowledge of quality management techniques.

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver's license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.
• Fire and Safety Training*.
• First Aid Training Certification*.
• CPR Certification*.
• Crisis Prevention Institute Training (CPI)**

* Note: If indicated certifications/licenses are lacking, they must be obtained within 180 days of hire.

**Training needs to be completed within 30 days from the date of hire on a designated date provided by onboarding. Staff need to be certified at the commensurate level for their role to perform their job duties (staff will be taken off the schedule if certification is not achieved).

SCHEDULE
Monday - Friday 
8:00 am - 5:00 pm 
On-Site