Office Manager Clarksville, TN

Join a team that can truly make an impact on the lives of others!

At Health Connect America, we are dedicated to making connections happen every day by cultivating growth, belonging, and wellness for our teammates, while providing meaningful mental & behavioral health services to our community.

What will I be doing?

• Ensure all administrative support functions for the region are completed according to established timelines and meet HCA quality standards of performance.
• Provide excellent customer services to clients, visitors, applicants and employees by communicating information, responding to inquiries, explaining information, fielding any complaints. May serve as the first point of contact in greeting clients, visitors, applicants, and employees and answering regional phone lines. Open, sort, and distribute incoming correspondence, including faxes, and mail.
• Conduct background checks for new hires; and ensure background check results are uploaded in Employees' EPF (Electronic Personnel File.) in PL (Paylocity/HRIS system). And conduct annual registry background checks on all current employees. Ensure results are uploaded in each employee's EPF in PL. Ensure employees have current driver's license, insurance verification in EPF in PL.
• Coordinate and Onboard all new hires ensuring all required documents are uploaded in the Onboarding event and ensure all new hire documents are in New Hire's Personal documents in the electronic personnel file and titled correctly. Maintain compliant Employee Personnel Files in each employee's EPF in PL.
• Manage all billing process that are handled at the office level, including verifying insurance, managing and fixing failed activities and failed claims throughout the month. Follow state billing directives from the Revenue Cycle Manager.
• Provide administrative support to Direct Service Providers (DSP) which will include ensuring Intake packets are prepared and available; providing folder files of required forms that need completion and/or client signatures to DSP as necessary; and completing client demographic-standard information on client forms for DSPs.
• Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software. Provide assistance to assigned Program Director(s) in payroll processing.
• Perform general office duties such as ordering supplies, maintaining records management systems, and maintaining the office in a presentable and organized manner.
• Assist in training new hires on documentation and required paperwork processes.
• Assist in the coordination of and in all aspects of preparing for meetings and events, including preparing and distributing meeting agendas along with preparing and distribution other information packets as assigned.
• Manage and assist in monitoring clients' Electronic Health Records in company's Carelogic system efficiently. Enter data and produce reports are requested. Specifically, fix or have direct service providers fix failed activities and failed claims, enter all demographic information correctly, ensure rates are correct, etc.
• Assist and participate in conducting client chart audits and provide report of findings. Audit all discharged clients' charts and provide report of findings. Assist in the monthly MAR process.
• Conduct client, agency, and Aftercare surveys; and ongoing client Quality Assurance checks as assigned.
• Train and supervise other administrative clerical staff.
• Participate in the PQI process and strategic planning process.
• Employee will include sensitivity to the service population's cultural and socioeconomic characteristics as well as diversity of employees in providing administrative services.
• Employee may be required to conduct errands for business or drive their own vehicle for other work required duties such as attending training and meetings. Employee must agree & accept this job duty requires him/her to maintain a current driver's license, a safe driving record, current vehicle insurance; and always maintain his/her vehicle in safe operating condition.
• Perform other duties as assigned to support operations and mission of the Company.

Am I a good Fit?

• Ability to maintain confidentiality
• Have effective written communication skills with the ability to write effectively in a business and professional manner as appropriate to the audience.
• Must have proficient skills and abilities in computer operations of all Microsoft programs including Word, Excel, Outlook; and have the ability to learn and use other software programs.
• Accurate data entry, and typing skills
• Organization skills with an eye to detail.
• Efficient use of resources [i.e., time, maximizing resources to support administrative functions]
• Maintaining professional relationships with administration, staff, vendors and community agents
• Independent working ability; requiring minimal supervision
• Record keeping, files organization, and compliance with related regulatory bodies.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Time Management - Managing one's own time effectively and productively.
• Critical Thinking, Oral Comprehension, Written Comprehension, Communication skills a must.

Education Requirements:

• At minimum high school diploma.
• Associates Degree in Business or Administrative Support field preferred
• 3 years work experience in an administrative support position, preferably in the medical field.

Health Connect America and its companies are a multi-state, community mental health, behavioral health, family preservation, and therapeutic foster care services provider(s). It is the mission of Health Connect America to create quality, affordable opportunities for individuals and families to achieve their greatest potential in a safe, positive living environment.

We encourage wellness for our staff by offering competitive compensation and benefits to our full-time team members including medical, vision/dental, 401K, Health Savings Account with company contribution, and paid time off. We also offer an Employee Assistance Program including 8 counseling sessions per year to promote emotional wellbeing.

Health Connect America and its companies are an Equal Opportunity Employer and considers applicants for employment without regard to race, color, religion, sex, orientation, national origin, age, disability, genetics or any other basis forbidden under federal, state, or local law.