Skip to Main Content

OFFICE MANAGER

Recruitment #25-001443-0001

Go Back Apply View Benefits

Introduction

GRADE

13

LOCATION OF POSITION

HCHD
8930 Stanford Blvd.
Columbia, MD 21045

Main Purpose of Job

This Office Manager position is the lead in ensuring the day-to-day operations of the Howard County Health Department (HCHD) clinic. This position ensures steady workflows and uninterrupted services for the sexual and reproductive health clinic, tuberculosis control clinic and child and adult immunization clinic. Responsibilities for this position include administrative tasks, initiation of medical billing (including eligibility verification, prior authorizations, applying appropriate deductibles and/or copays), creating charges for self pay patients, overseeing the electronic health record appointment system, and developing and reviewing policies and procedures. This position supervises 2 Fiscal Account Clerks II.

POSITION DUTIES

35% Management of Health Center and Clerical Office Staff    
  • Supervises the daily clerical operations and record management at the health centers to maintain efficient office practices.   
  • Creates and oversees a monthly schedule to assign adequate staff coverage, plan and prioritize clerical workload, and assign and monitor completion of tasks.  
  • Provides guidance and direction to clerical staff.  
  • Acts as an intermediary between clerical staff and Program Supervisors and/or Bureau Director, regarding availability of services, rules, policies and procedures employed by the HCHD Columbia Health Center (CHC).  
  • Oversees maintenance of CureMD electronic health record (EHR) including, input of advance appointment schedules, and daily scheduling of clients; ensures that reminder telephone calls are completed.  
  • Plans and develops clerical office procedures maintaining a Front Desk Policy and Procedure Manual, in consultation with the Clinical Supervisors, to ensure smooth operations of the health center. Reviews and updates at least annually.    
  • Attends supervisory meetings on a monthly basis; participates in monthly Bureau Meetings in order to obtain information on programs.   
  • Meets monthly with clerical staff to relay updated information from leadership and solicit recommendations for improved methods of operation. Communicates decisions to supervisor.  
  • Provides professional leadership, guidance, and consultation to the Columbia Health Center clerical staff in order to improve their job performance  
  • Provides feedback on clinic capacity to Clinical Supervisors when changes to clinic schedules and/or structure are proposed.   

20%  Front End Billing and Collections Oversight   

  • Oversees the Columbia Health Center fiscal operations in order to provide accurate financial data and ensure compliance with auditing procedure for the Fiscal Administration.  
  • Works closely with Billing Specialists to maintain up-to-date fee schedule and ensure best practices for billing self-pay patients are being followed.  
  • Provides good faith estimates to clients following all federal guidance.   
  • Determines the financial eligibility of Family Planning, STI, and Immunization clinical clients, completing financial eligibility of clinical clients through the fee-scale procedures within the CureMD EHR.   
  • Screens all clients for Medicaid or commercial insurance eligibility, obtains authorization and pre-authorization for billing insurance companies, verifies deductible/copay information.   
  • Audits coding on Superbills to assure accurate billing for self-pay clients according to MDH and Medicaid guidelines.  
  • Creates charges and receives payments for self-pay patients.   
  • Oversees data entry for chargeable clinical client encounters and non-chargeable encounters into the CureMD EHR to provide required statistics for monthly reports for local and state data collection requirements.  
  • Oversees collection of fees by credit card, cash, and check and maintains accurate accounts receivable receipts for specific services, prepares monies collected for transport to fiscal clerks. Oversees the collection of donations received, maintaining accurate records.  
  • Completes clerical purchase requisitions per county purchasing protocol; tracks and monitors office supplies and expenditures to maintain adequate supplies while controlling costs; tracks and monitors the receipt of delivered clerical supplies and distributes to appropriate staff. controlling costs; tracks and monitors the receipt of delivered clerical supplies and distributes to appropriate staff.    

10% Provides positive, solution-centered customer service.   
  • Understands the operations of the program and can answer questions accurately.     
  • Understands basics of the HCHD and can refer and transfer clients to appropriate program(s).    
  • Knows how to use language line for clients who need language assistance. 
  • Establishes and maintains good working relationships with colleagues and patients. 
  • Demonstrates sensitivity to the cultural diversity of Health Department clients. 
  • Prepares and updates voicemail services for planned or unplanned building closures.   

10% Electronic Health Record Management   
  • Oversees the opening, maintenance and closing of records per MD state records management division policy and procedure; 
  • Prepares records for storage at the state records management division Maintains HIPPA compliance; participates in record audits.   
  • Oversees data entry into the CureMD EHR in order to maintain an accurate record tracking and management system according to agency protocol;   
  • Updates necessary consents and/or intake forms in CureMD  
  • Manages/troubleshoots patient kiosk.   
  • Oversees patient portal registration.   
  • Communicates with other programs when duplicate records are identified and manages the merging of records. Generates monthly statistical reports for appropriate supervisory personnel; assists in implementing new data collection methods.  

 10% Quality Assurance  
  • Independently monitors the quality and quantity of clerical services in the Bureau; implements and monitors policy and procedures.  
  • Identifies problem areas and recommends appropriate solutions based on the administrative analysis of the specific needs of the office and a logical consideration of alternatives; presents recommendations clearly and concisely to supervisors.  
  • Assesses clerical staff training needs; plans and arranges for such needed training. 
  • Provides daily direction to all clerical staff and assesses daily staffing operations in all health center sites including off-site clinics.  
  • Meets monthly with the Supervisor and clinical supervisors to exchange information and make recommendations regarding services and educational needs.  
  • Assists in collection of data pertaining to clinical operations and fiscal collections and reports findings to Medical Director, Bureau Director, and Program Supervisor.

10% Supervision Approves leave requests and timesheets.    
  • Manages performance of staff by providing guidance, direction and completing semi-annual performance evaluations (PEPS).    
  • Addresses any performance issues in a timely manner and follows HR policies and guidelines when doing so. Facilitates staff development and training.    
  • Participates in the hiring process for vacant positions and onboards new employees.  
  • Provides onsite coverage as needed. Assigns clerical staff to monthly clinics, telephone coverage, and to other off-site assignments for coverage as needed.  
  • Assesses staff continuing education needs and communicates these to Nursing Administration. 
5% Other duties as assigned  
  • Possess a broad understanding of HCHD services and can refer to other programs.  
  • Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department.  
  • Completes all required trainings.          

MINIMUM QUALIFICATIONS

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: One year of experience supervising lower-level clerical employees.

Notes:

1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.

2. Applicants may substitute education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience at a rank of Corporal/Petty Officer or higher as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.  

DESIRED OR PREFERRED QUALIFICATIONS

The desired qualifications include:
  • Bilingual in Spanish
  • Experience managing an outpatient medical clinic
  • Experience with basic medical processes (eligibility verification, deductibles, copays, prior authorizations, etc.)
  • Experience with electronic medical records
  • Experience with ICD-10 and CPT codes 

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

 

 

 

BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application (and supplemental questionnaire) may be submitted to MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201. Paper application materials must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.

If additional information is required, the preferred method is to upload.  If you are unable to upload, please fax the requested information to 410-333-5689. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov. 

Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

Powered by JobAps