Job Information
Arab Community Center for Economic and Social Serv Supervisor, Office Administration in Dearborn, Michigan
Supervisor, Office Administration
Department: Community Health & Research Center
Location: Dearborn, MI
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Job Title: Supervisor, Office Administration
Job Status: Full-time
Functional areas employee may be assigned:
Community Health & Research Center
Job Summary: Under limited supervision, the Supervisor, Office Administration uses specialized knowledge in office administration and skills obtained through experience, specialized training or certification to coordinate and/or perform the full range of administrative duties in support of the division. Responsible for the direct supervision and coordination of the activities of clerical and administrative support staff and supervise the work of office, administrative, intake and customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
Essential Duties and Responsibilities:
Perform duties as the assigned Customer Service Representative for the division
Answer the Customer Service Hotline and resolve customer complaints or answers customer-s questions that pertain to department policies and procedures
Welcome and orient individuals to services and benefits available, and to the provider network
Provide information about how to access mental health, primary health and other community services
Provide information about how to access the various Recipient Rights processes
Help individuals with issues and inquiries regarding benefits
Provide employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes
Assist individuals with and oversee Local Complain, Grievance processes and Recipient Rights issues
Track and report patterns of problem areas for the organization
Oversee and monitor all customer service functions provided by the intake specialists
Assist consumers in making informed choices regarding their treatment, and when necessary, on how to make changes
Supervise patient scheduling, registration, financial counseling, medical records, billing and collection, data entry and processing and cash posting
Oversee daily office operation of the Behavioral Health division, measure performance and evaluate results
Ensure that performance is constantly meeting expectations and standards
Manage the overall operations of the assigned functional area(s) to ensure that services and quality standards are maintained
Invoice/bill, review and audit files, assisting with bids or proposals as needed, scheduling and planning meetings, ordering supplies and contacting maintenance or repair professionals for equipment as needed
Ensures program goals are met in accordance with funding requirements and monitor and evaluate daily workflow and implement a process of continuous improvement
Complete all necessary reports in a timely fashion as required by funding sources and/or monitor and review reporting done by direct reports
Leads defined work or projects of moderate scope and complexity
Monitor budget in conjunction with the Fiscal department
Gather clinic billing information by reviewing consumer records and checking for completeness
Ensure payments by verifying accuracy of Medicaid/medical coding
Bill Medicaid/Insurance carrier/Multi Cultural Grant by inputting billing information to database; initiating electronic transmissions
Resolve disputed claims by gathering, verifying and providing additional information; following-up on claims
Resolve discrepancies by examining and evaluating data; selecting corrective steps
Prepare monthly reports of Medicaid/Insurance/Multi Cultural Grant billing by summarizing billings, adjustments and revenues received
Update job knowledge by participating in educational opportunities; reading professional publications; keeping current on Medicaid/Insurance billing and reimbursement procedures
Serve and protect the organization-s community by adhering to professional standards, organization policies and procedures, federal, state, local and funding source requirements
Interpret, apply and recommend changes to policies and procedures of assigned functional unit
Attend and participate in all meetings (including management meetings) related to assigned functional unit and/or projects, may include attending community-based meetings and maintaining community relationships
Work with senior management to develop, implement and monitor effective programs
Generate daily, weekly and monthly reports regarding clinic performance
Research and locate available help outlets based on identified needs of the client, may include both in-house and external referrals
Advocate on behalf of client when providing necessary contacts with other agencies/companies
Follow funding sources requirements and CARF standards applicable to the services provided
Supervise, coach and mentor subordinates
May participate in grant proposal submission
May be responsible for ensuring licensing and credentialing standards are met and maintained
Participate in audits as needed
Perform functions of a direct report in their absence or as needed
Operate standard office equipment and use required software applications
Perform other duties and responsibilities as assigned
Knowledge, Skills and Abilities:
Knowledge of:
Intermediate to advanced concepts, principles and practices of office management and billing
Community resources including social services agencies and crisis intervention providers
Processes, rules and regulations of various services and funding agencies surrounding the eligibility and maintenance of the services being received
Skill in:
- Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
Ability to:
Promote excellent customer service
Develop, implement and maintain office policies and procedures
Accurately take messages and convey information to recipient
Transfer messages to physicians and clinical staff when medically indicated
Partner with other functional areas to accomplish objectives
Facilitate meetings, ensuring that all viewpoints, ideas and problems are addressed
Interpret and apply policies and identify and recommend changes as appropriate
Organize and prioritize multiple tasks and meet deadlines
Communicate effectively, both orally and in writing
Establish and maintain effective working relationships at all levels of the organization and within the communities served
Speak and write in English
Interpret, speak and write in Arabic, Spanish or other native language of the predominant service population is preferred
Maintain confidentiality of agency; protect patient confidentiality per policies and procedures
Educational/Previous Experience Requirements:
Minimum Degree Required:
Bachelor-s degree
Required Disciplines:
Health Administration, Business Administration or related field
and
At least 3-5 years of office administration and billing experience with at least and equivalent amount of experience supervising staff.
Licenses/Certifications:
Licenses/Certifications Required at Date of Hire:
Certificate of Social Work Technician or Certified Medical Assistant may be required based on assigned functional unit
Working Conditions:
Hours: Normal business hours, some additional hours may be required
Travel Required: Local travel up to 10%
Working Environment: Climate controlled office
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