Business Office Manager

Job Details

Job Location

South Charlotte Office - Charlotte, NC

Position Type

Full Time

Education Level

4 Year Degree

Travel Percentage

Local Travel

Job Shift

Day

Job Category

Health Care

Description

VIA Health Partners is an industry leader and top-10 nationally ranked provider of end-of-life care. More importantly, we are proud to be a community-based, not-for-profit hospice & palliative care provider. We have deep community roots, with decades of experience serving ALL patients’ and families’ needs regardless of their ability to pay or their medical complexity. We are a people-first organization whose funds go to serve our mission.

Due to our significant growth, we are looking for amazing new staff who share these same values. Apply now and be a part of our success story.

We Provide Excellent Benefits Including

• Medical, Vision, and Dental plans through BCBS
• 28 days of Paid Time Off
• Excellent mileage reimbursement rate
• 403b Retirement plan with matching
• Focused programs honoring Veteran patients
• Assistance with achieving Certified Hospice & Palliative Nurse (CHPN)
• Best Orientation and Onboarding program you’ve experienced
• Seasoned Hospice leaders guiding your career growth
  
  

Summary

The Business Office Manage (BOM) is responsible for the planning, coordination, and management of the business office, as well as related operational activities of the branch. The BOM aids in the recruitment process, develops, supervises, and trains administrative staff. Responsible for supervision, resource management, scheduling, and assignments. The BOM is engaged in the delivery of exceptional care through the professional development and coaching of administrative staff, and actively participates in ongoing process improvement.

Essential Functions

• Assumes responsibility for Operational Performance Excellence
• Manages day-to-day clinical administrative functions as defined by the department.
• Assists with hiring, orientation and mentoring of new administrative employees.
• Maintains a filing system for schedules, reports, minutes, and other documents, as applicable.
• Attends meetings and takes minutes as required; transcribes and disseminates minutes, if applicable; prepares agendas accordingly.
• Copies, files, and handles distribution of mail or other materials as defined by the department.
• Maintains department personal schedules and reports such as PTO schedule for staff, as applicable.
• Assists in preparing presentations, creates PowerPoint presentations, drafts, prepares, distributes, and follows up on various correspondences and reports, such as IDG preparation for teams.
• Coordinates arrangements for rooms and assists in setting up for various meetings.
• Provides administrative support/backup support to other staff members and administrative staff as needed.
• Provides backup administrative support to other branches, as needed.
• Coordinates staff/management meetings and employee celebrations.
• Provides direction and prioritization standards for the screening of mail, voicemail, email, and appointments using expert judgement and knowledge.
• Coordinates outgoing and incoming mail daily, submits mail and supplies to appropriate department timely.
• Answers incoming phone calls and ensures messages are sent to appropriate staff and followed-up in a timely manner; handles phone calls as directed (returns, accepts, etc.); serves as Client Service Representative, greets, visitors and routes calls.
• Ensures and assists in ordering office sup0plies while remaining within budget constraints.
• Understands office machines, front desk protocols, security camera, and alarm panel.
• Troubleshoots and maintains office equipment, as applicable.
• Assists the Director, Team Manager, or AVP as needed in agency processes and functions.
• Attends IDG meeting and in-services as required.
• Specific Duties
• Provides local manager duties including interface with landlord, phone, and IT.
• Manages/addresses billing audit reports and follows up to ensure minimal delays in billing.
• Assists team with EMR needs.
• Notifies physicians of patients’ death & updates coordination notes in patient’s chart.
• Adheres to patient confidentiality daily.
• Maintains PHI data into patient’s chart and adheres to HIPAA guidelines.
• Reviews and monitors missed visits for trends and updates clinical IDG and Team Manager as needed.
• Manages F2F/NP/MD initial scheduling and symptom management visits.
• Processes hospice satisfaction survey.
• Sends requested Election Statement addendum.
• Reviews hospice discharge for DME and schedule pick up.
• Processes physician orders/resolution of unsigned orders.
• Monitors and maintains address resolution console for branch.
• Responsible for all workflow assigned to BOM to be completed in timely manner.
• Directly supervises scheduler, medical records clerk, etc. and provides coverage in times of absence/vacancy.
• For sites that host orientation, the BOM is responsible for set up and distribution of orientation items as well as completion and submitting of forms to HR dept.
• Hospice Intake (where applicable)
• Monitors Forcura, fax machine, and phone for new referrals; alerts Central Intake for input and processes new referral once processed by the Finance Dept.
• Calls families to schedule admission visits and coordinates with team manager and admission nurse.
• Notifies community PCP referral.
• Palliative Medicine Intake (where applicable)
• Receives new referrals.
• Calls families to assess desire for palliative consult.
• Notifies community PCP of referral and obtains order and pertinent medical information.
• Follows up timely on pending palliative referrals.
• May perform other duties as required.
  

Qualifications

Minimum Qualifications

• Associate’s Degree.
• Required 2+ years related experience in an office environment, in a health care facility/setting. Experience supporting executives beneficial.
• Proficiency in Microsoft Office suite.