Employment Opportunities

Summary of responsibilities: Functions as the Assistant to the Executive Directors.  The Office Manager is responsible for all aspects of assisting the Executive Directors including but not limited to managing the daily office operations, reception and administrative duties, and marketing within our office and with our affiliates. We are seeking a candidate with medical billing and/or insurance experience. The role also requires a candidate that is very comfortable interacting with patients directly and over the phone. Must be able to resolve credentialing, billing, scheduling, and administrative management issues. Must be comfortable working with the clinical team.

 

Working Environment:  We are a small, close-knit, and supportive office environment of BIPOC (Black, Indigenous, and People of Color) providers and are seeking a candidate that will be comfortable serving with a diverse staff and serving diverse patients. This is an in-person position person though some patients are being seen via a telehealth platform.

 

Specific Position Responsibilities:

• Receptionist duties:

  • Answer phone(s) and field all calls

  • Serve as the primary staff member answering all incoming calls each day related to scheduling, billing, medication refills, and general practice administration.

  • Return voicemails each day related to scheduling, billing, and medication refills

  • Receive and distribute company and staff mail and packages

  • Greet and direct visitors

  • Preparation/clean-up for meetings

  • Book meeting rooms; prepare and post-meeting room calendars

  • E-mails and texts to appropriate staff for meeting reminders

  • Guide vendors through building

  • Schedule appointments for patients and manage the

  • Coordinate timely follow-up of potential patients

 

• Executive Assistant Duties:

  • Compose and type routine correspondence and memoranda

  • Maintain the general office calendar for staff

  • Update and maintain the website and printed material

  • Compose and distribute Releases for all Seminars/Workshops and newsworthy events

  • Prepare and distribute Seminar/Workshop flyers to mailing lists for The Healing Trees and its affiliates.

  • Maintain all databases

  • Assist in preparation for Executive Directors’ out-of-office functions

  • Design and implement office systems to streamline workflow

  • Field day-to-day patient and clinician issues, and communicate resolution to the Member and the Executive Director

  • Coordinate maintenance issues with landlord and follow through to satisfactory completion

  • Maintain an office procedure manual

  • Gather information and assist the Executive Directors with drafting grant proposals

  • Compile and prepare reports as required to meet deadlines

  • Be the in-house coordination and knowledge expert of the company EHR

  • Assisting with administration, development of planning, and execution of programs and affiliate partner programs

  • Be or become proficient in the use of Zoom, Microsoft Word, Excel, Adobe Acrobat, Outlook interface, Google interface, Canva, and Adobe Photoshop for workflow; may be asked to learn other programs as necessary

•   Printing, copying, scanning, emailing, and mailing items as needed & as      directed by clinical and admin teams

• Office Manager Duties:

• Proactively promote and assist in the marketing and outreach efforts

• Act as the key contact for Members, prospects, and Advisors

• Assist the programming efforts of the Seminars/Workshops

• Perform other related duties as assigned.

• Complete all billing for all patient visits daily

• Must be comfortable navigating patient charts to check on medication refill dates, appointment details, and demographic data

• Must be comfortable interfacing with clinical & admin team on billing-related matters

• Provide regular reports generated in the EMR related to billing operations

• Assist in the export of documentation to other provider offices that are a part of the patient’s care team.

• Manage office supplies and resources