Office Management Specialist

Overview

Salary

$40000.00 - $41000.00 / year

*Based on experience, and education

Schedule

Monday - Friday (no weekends)

4 - 9hrs day

1 - 4hrs day

Benefits:

The company provides a generous benefits package encompassing health, vision, dental, 401k matching contribution, HSA, FSA, PTO, mental health and wellness leave, and paid parental leave.

Groups Recover Together is committed to providing specialized, outpatient addiction medicine care that promotes long-term healing. Our outpatient care model entails personalized support through evidence-based therapies, medication-assisted treatment, and guidance from our experienced team. Our comprehensive care model focuses on providing top-notch clinical support and a team-based approach that fosters confidence, empowerment, and resilience to help our patients succeed in sobriety.

Responsibilities:

Groups is seeking to recruit an Office Manager who is well-organized and self-motivated to provide administrative support to our members, medical providers, and clinicians.

To be prosperous in this position, you must be meticulous, act professionally, possess adequate problem-solving skills, have excellent communication abilities (oral and written), exhibit outstanding customer service intuition, and exhibit expertise in handling and calming high-tension situations. Essential behaviors that can impact success are empathy, efficiency, and top-notch task coordination.

Duties and Responsibilities:

• Responsible for ensuring a neat and tidy atmosphere in the office
• The task of unlocking and locking the doors of Groups' workspaces is entrusted to this person
• One of my core duties as a front desk assistant is to welcome visitors and members to the office and ensure their comfort
• Provide outstanding customer service in all settings, including in-person, over the phone, and during video conferences, and support clients in troubleshooting any difficulties that could affect their therapy
• Carry out administrative obligations such as receiving phone calls, responding to member texts, answering emails, and resolving common technical issues confronted by members
• Establishing and managing virtual group meetings can be challenging, but the assistant in charge of member flow management will be competent in organizing the meeting space and managing participants
• Collaborate with healthcare providers to organize schedules and accommodate member requirements; troubleshoot operational issues that providers may routinely encounter; and oversee provider time-management to ensure efficient, accurate time-keeping for timely compensation delivery, based on state-specific workflows
• Ensure that the EMR contains correct and current member information, covering areas such as demographics, group and individual appointment scheduling, prescription coverage, and provider compliance scheduling, to facilitate effective healthcare delivery
• Facilitate electronic signature of required paperwork by members
• Retrieve insurance details, comprehend endorsed in-network insurance plans, and collect needed co-payment/coinsurance amounts. Connect members to the Member Access Team for clarifications regarding their financial responsibilities
• Join forces with local drugstores to ensure members fully receive their prescribed medication without any unnecessary delays
• As an office assistant, you are the go-to person for members who need help with their program issues, pharmacy concerns or any additional needs
• Assist the finance department in generating efficient financial reports through meticulous record-keeping of a petty cash fund administered through the PEX card system
• Arrange for the proper upkeep of office essentials by regularly replenishing them through purchases or deliveries
• It is important to make sure that Urine Drug Screens supplies are supplied and made available for pick-up or shipping to members
• We prioritize meeting the office's unique targets associated with KPIs, as they are essential for generating positive outcomes for our clients
• Effectively manage and maintain reporting trackers to promote operational compliance and member success
• The job involves ensuring that members receive the required medication supplies, conducting safety drill exercises, monitoring PDMP state compliance, and abiding by all office regulations related to compliance.
• Use social media and other online platforms to engage with residents and keep them informed about relevant news and events
• Disseminate information about the mission and values of Groups by distributing brochures, flyers, and written materials to interested stakeholders within the community
• Play an active role in meetings designed to address drug and alcohol addiction in your community
• Encourage group participation in your vicinity by posting flyers in relevant areas at regular intervals or as advised by your local representative
• Handles supplementary duties outside of their primary role

Qualifications:

• The ideal candidate should hold an associate’s degree; however, applicants with two years of related work experience can also apply
• Practical experience of two years in an administrative or coordinator role in an office setting is essential
• Candidates who have worked in healthcare, retail or hospitality industries will have an added advantage
• Google Meet and Microsoft Teams have become go-to collaboration tools for remote teams, highlighting the importance of proficiency in these apps
• Talent for fixing small-scale technological glitches
• Possessing the proficiency to competently manage multiple assignments while prioritizing them independently is a valuable capability in today's workforce
• Success in managing confidential information hinges on an impeccable eye for detail and a steadfast commitment to privacy
• It is critical to have the capacity to independently and efficiently solve problems
• Excelling at both collaborating with a team and working individually can be a significant advantage in the workplace
• Exceptional skills in customer service and the proficiency to establish affirmative relationships with people
• Exceptional talent in presenting ideas using written and verbal communication
• Readiness to work late shifts, as necessary, to ensure adequate care for members

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