Assistant Manager - WellLife Network : Job Details

Schedule: Mon, Tue, Thu 12PM-8PM, Wed, Sun 10AM-6PMPosition Summary: Office manager responsible for organizing, coordinating, and monitoring all nonclinical operations of ACT. Duties include receptionist activities such as handling phone calls, coordinating communication between the team and clients, assisting clients, their families, and agencies with inquiries, maintaining accounting and budget records for client and program expenditures, and managing the information system.Essential Accountabilities:

• Compile monthly billing
• Record admissions and discharges, input into EHR along with insurance information
• Prepare letters to request medical records and client authorizations; maintain logs of requests and received records
• Schedule psychiatrist appointments, if applicable
• Confirm group attendance
• Complete on-call schedule, if applicable
• Complete transportation requests
• Compile weekly list of missing progress notes
• Update logs
• File documentation in charts/EHR
• Keep EHR records current with consumer information
• Assist nursing staff with prior authorizations
• Collect data and prepare reports
• Manage petty cash and service dollars; document transactions with client-signed receipts
• Type routine program correspondence, ensuring correct spelling, punctuation, and grammar
• Screen and route incoming calls; respond to routine questions about the program
• Sort and distribute incoming mail, messages, paychecks, metro cards; maintain records of distributed materials; prepare outgoing mail
• Organize and maintain computerized and physical files; control confidentiality
• Send/receive faxes; copy documents; perform clerical duties
• Resolve routine problems; escalate other issues to appropriate staff
• Attend meetings; transcribe minutes and send to supervisor
• Monitor office supplies; prepare requisitions and orders; stock supplies
• Verify data; update program files; generate reports
• Maintain a safe and orderly working environment
• Follow program and crisis protocols as needed
• Maintain confidentiality at all times
• Participate in OMH ACT orientations and trainings
• Perform additional duties as assigned by supervisor or management
• Report and document incidents within 24 hours
• Maintain updated information in Vello Health software

Qualifications:

• Valid NYS driver's license for at least 2 years
• Bachelor's degree in Social Services or related field preferred; minimum Associate Degree required
• Experience in supervisory roles and/or working with DD populations

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