Share Email Opening Title Site Office Manager  EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.   Category Management   Description HealthWorks for Northern Virginia is a non-profit Federally Qualified Health Center (FQHC) serving the medically underserved and uninsured populations of Northern Virginia. We provide quality medical, dental, and behavioral health care to all ages who might not otherwise be able to afford it. For more information about who we are and what we do, please visit www.hwnova.org. Work Life Balance - NO WEEKENDS!! Competitive Salary and Benefits package includes a 401K Retirement Plan, Medical, Dental, Vision, Group Life, STD, LTD; Paid Time Off and 10 Paid Holidays. HealthWorks is a mandatory COVID-19 and flu vaccine organization. Definition Responsible for all aspects of the Front Desk and Eligibility operations, including patient appointments, collections, billing, and discount program eligibility for non-insured patients. Responsible to ensure satisfaction of all Health Center patients including addressing patient complaints directly or referring to Director of Operations as appropriate. Supervises Front Desk Patient Advocates, Registration & Financial Assistance Coordinators and Assistant Site Managers. Roles & Responsibilities Front Desk Management: Oversees and is responsible for administrative day-to-day operations with physical presence onsite, including data entry, registration, eligibility, collection of patient payments, billing, scheduling, supply inventory, patient flow, and patient outreach, effective communication with clinical staff and maintaining patient privacy per HIPAA guidelines. Performs annual skill assessment/evaluation of all direct reports using the Patient Advocate skills assessment and competencies check list. Participates in the departmental recruitment process by way of screening qualified candidates and conducting all interviews. Ensures that proper Front Desk policies and procedures are being followed regarding eligibility, professionalism, communication, and patient scheduling (including demographics, insurance verification, facilitating on site patient registration etc. ;) Works collaboratively with all Site Office Managers to ensure Front Desk and Eligibility procedures are consistent across all sites. Performs or delegates eligibility screens and compiles supportive documentation for patient applications. Handles patient concerns and complaints. Keeps lines of communication open with Directors and Management staff. Coordinate patient communication such as appointment rescheduling, phone system updates, and affixing site signage to front door during inclement weather or other closures. Must be able to perform both Patient Advocate and Registration & Financial Assistance Coordinator job duties. Must have the ability to step into these roles as necessary. Updates procedures when appropriate for submission to Director of Operations for approval. Understands and recognizes that all policy and procedures changes or updates require appropriate approval prior to implementation. Ensures that all staff have completed orientation, HIPAA Privacy training, OSHA requirements and competencies and are fully trained and prepared for Patient Advocate, Registration & Financial Assistance Coordinator and Assistant Site Manager position; and Makes sure that waiting rooms are regularly checked and kept clean and tidy. Manages and approves timecards in payroll system for final submission. Works with the CIO to adjust the phone messaging in the event of closures associated with holidays or special company events. Responsible for cross training Assistant Site Manager to complete Site Office Manager duties in the event of his/her absence in order to maintain an appropriate clinic flow. Responsible for coordinating and facilitating monthly staff meetings for assigned site Responsible for coordinating and facilitating monthly or bi-weekly staff meetings with direct reports (Front Desk Patient Advocates, Registration & Financial Assistance Coordinators and Assistant Site Managers). Upholds the overall organizational policies and procedures as stated in the Employee Handbook. Staff Scheduling: Works independently or with Assistant Site Manager in scheduling admin support staff to meet Center needs. Establishes and maintains schedule for Front Desk staff including working collaboratively with the Clinical Leadership Team and other Site Office Manager(s) and to ensure adequate Front Desk staffing coverage for Medical, and Behavioral Health. Makes notes in payroll system as to deviations from schedule for documentation purposes; and Responsible for generating, managing, updating and/or adjusting eCW schedule templates for Providers and Resources Travels between sites and assists with coverage needs at both sites if needed. Financial Responsibilities: Prepares the daily deposits and ensures that they balance with the end of day reports from eCW. Submits deposits to Finance Department or financial institution daily for bank deposit. Assists with resolving billing issues with billing contacts to include health plans and billing vendors; and Monitors daily activity reports generated from eCW for accuracy. Administration: Assists the Director of Operations, CMO and QI Manager in collecting and compiling data to meet grant requirements, including the requirements of the Uniform Data System report mandated by Health Resources and Services Administration. Responsible for ordering of materials and office supplies.   Position Requirements Qualifications & Education Requirement Associate’s Degree in Business Administration or related field preferred OR High School Diploma and 4 years of equivalent work or experience required. 2-3 years experience in a health care setting required with community health care preferred. 2 years of IT, accounting, and customer service experience preferred; and 3 years of progressive responsibility in a leadership role preferred. Knowledge, Skills, & Abilities Ability to read, write and communicate clearly and effectively in English and Spanish required. Excellent organizational and analytical skills. Intermediate Microsoft Office and electronic medical records skills including the preparation of reports. Demonstrates strong customer service skills. Ability to prioritize and execute a variety of tasks simultaneously. Self-motivated. Ability to maintain cooperative relationships with patients, families, providers, staff, and other customers/vendors. Ability to be flexible and is highly reliable. Knowledge of Front Desk and Eligibility operating procedures in an outpatient medical setting. Excellent grasp of medical terminology and understanding of medical billing procedures. Advanced understanding of Medicaid, Medicare, and private insurance processes regarding FQHCs. Exemplifies excellent customer service with patients, visitors, and other employees. Consistently demonstrates courteousness, friendliness, helpfulness, respectfulness, reliability, and flexibility. Relates well and works collaboratively with all levels of staff in a professional manner. Takes initiative to proactively assist others and to resolve problems with other departments and coworkers without direct supervision. Functions well in high stress, changeable, and demanding situations responding in a positive and professional manner. Always maintains and ensures patient and employee privacy and confidentiality; and Consistently demonstrates respect for different cultures, capabilities and/or personalities of internal and external customers. Serves as a coach or point of reference for all staff, particularly Assistant Site Managers. Ability to exert leadership skills that promotes efficiency, staff and patient support and teamwork   Full-Time/Part-Time Full-Time   Close Date   Open Date 7/26/2022   Location LCHC Reston   This position is currently not accepting applications. 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