Home Care: Operations Manager - Winston Salem

Operations Manager - Winston SalemPOSITION SUMMARY: This position is responsible for the management of services to support Agency operations in the areas of payroll and billing processes, customer support, personnel file maintenance, medical records and data entry. This position is responsible for marketing and business growth. This position transmits information to staff and office personnel to facilitate daily office activities and ensure that sensitive company information is appropriately handled. This position is often the first contact the company has with the public and must maintain confidentiality of business, patient and employee matters. Note: Depending on the size of the Agency location, the manager's responsibilities will differ. ESSENTIAL FUNCTIONS: Payroll: The Service Manager or designee assigned to these tasks is responsible for the payroll processes, also provides backup to the processes as designated by supervisor. 1. Collects and monitors payroll sheets from staff weekly. 2. Ensures that visits made match payroll sheet. 3. Reviews payroll documents for accuracy, ensuring all essential information is present. 4. Ensures that paychecks are timely and accurate. 5. Maintains PTO time and updates to supervisor. 6. Assures appropriate management approval for all payroll sheets and other payroll processes. 7. Generates reports to assist operational management such as productivity and retention reports. 8. Investigates payroll errors, processes correction as directed by their supervisor. 9. Assures appropriate approvals for payroll changes. Billing: The Service Manager or designee assigned to these tasks is responsible for the accurate and timely preparation and validation of bills for all payers. 1. Performs pre-billing audit with designated clinical staff prior to release of billing. Processes corrections as appropriate. 2. Processes corrections per billing department guidelines. 3. Provides all data necessary to process and collect cash. 4. Maintains logs for claims processing and ADR tracking in a timely manner. 5. Reviews and monitors accounts receivable under direction of Branch Director. 6. Processes reports daily and weekly as required. Personnel File Maintenance: The Service Manager or designee is responsible for maintenance of personnel files, auditing of file accuracy and reporting to appropriate manager of incomplete outdated or inaccurate employee information. This position is also responsible for medical supply, maintenance and system. 1. Maintains and audits employee personnel files according to federal and state regulations and company standards. 2. Ensures that confidentiality of personnel records and files are maintained at all times. 3. Tracks all employee documents (dated) to assure that the most current information is filed in the employee's personnel file, notifies Manager/Supervisor of outdated or missing information. 4. Informs employee and notifies managers thirty (30) days in advance of an expiration date of required information. 5. Files and maintains all employee documents in personnel files in an organized and timely manner. 6. Track attendance at mandatory in-services and meetings and alerts manager to non-compliance. 7. Distributes, collects and processes annual human resource required documentation. 8. Maintains updated employee phone and licensure list. 9. As appropriate, issues and tracks supplies and equipment assigned to appropriate staff as directed by the Manager/Supervisor and retrieves from inactive or terminated employees. 10. Monitors contracted individual/organization files to ensure receipt of all required documentation in compliance with contract for services. 11. Verifies licensure status and federal sanction status of clinicians, initially and on an ongoing basis, as licenses are due for renewal. Medical Supply Management: The Service Manager or designee is responsible for the overall management of medical supplies including inventory, tracking, distributing, auditing for usage, billing and physician orders. 1. Performs medical supply management, inventory, ordering and reconciliation to assure appropriate medical supplies are available in coordination with the Clinical Manager/Supervisor. 2. Controls supplies issued to physician orders. 3. Monitors supplies issued to patients billed contacts clinicians for deviations, alerts management. 4. Reconciles invoices with ordered supplies and packing lists before processing for payment. 5. Monitors receipt of back-ordered supplies. 6. Alerts Clinical Manager/Supervisor for unusual quantities or products requested. 7. Runs appropriate reports on medical supply use for management. 8. Process "car stock" orders, tracks appropriate billing of supplies, alerts management to deviations. 9. Issues, tracks and retrieves clinical supplies on loan to clinicians, such as computers, beepers, sphygmomanometers, nursing bags, etc. Customer Support Process: The Service Manager or designee is responsible to answer the Agency's phone lines in a courteous and helpful manner, as well as provide clerical support to the administrative staff. Responsible for incoming and outgoing mail and providing backup to other processes as designated by the supervisor. 1. Acts for the office as assigned within scope of authority by initiating and answering correspondence, answering questions and responding to inquiries when appropriate; interacting with various contacts of the Agency administrative staff in their absence. 2. Promotes the Agency via interface with Agency staff, patients and the public via the telephone to support ongoing business activities, exchange inter-company information and direct callers to the most appropriate person. 3. Processes all incoming and outgoing mail and faxes for the office by sorting and prioritizing for review and distributing; redirecting correspondence to the appropriate office for action; following up, if needed. 4. Performs general clerical duties, including but not limited to, maintaining records, files and other items as assigned. 5. Accurately types/word processes all correspondence, letters, memos, reports, forms and other materials as assigned. 6. Provides backup assistance to other associates upon completion of duties or as assigned by Administrator or designee. 7. Performs office supply inventory management. Orders appropriate levels of office supplies, processes invoices and tracks usage. Medical Records: The Service Manager or designee maintains all active client records and files clinical and other incoming documentation. Maintains a control procedure for all active and inactive files, retrieves records upon request and breaks down records upon discharge. Communicates identified discrepancies or problems. Prepares documents in response to requests for information and record subpoenas. May perform general clerical functions to facilitate home health operations. Provides backup to other processes as designated by supervisor. Audits records to assist management in maintaining compliance and integrity of information. 1. Maintains all active client records, filing clinical and other incoming documentation in a timely and efficient manner for review and assessment by Agency professional staff. 2. Maintains a control procedure for all active and inactive files, staying apprised of their location at all times. 3. Retrieves records upon request and breaks down records upon discharge. Appraises supervisor/manager of identified discrepancies or problems. 4. Assembles admission (SOC), re-certification and discharge packets as assigned. 5. Logs, tracks and mails or transmits physician's orders and follows-up to assure documents are returned in a timely fashion. Communicates with Data Entry for returned orders and Clinical Manager/Supervisor for non-returned. 6. Maintains confidentiality and integrity of the medical record. 7. Performs forms inventory management and ordering of medical record forms to assure their availability for clinical staff. Maintains appropriate levels. 8. Audits medical records for compliance with regulatory requirements and Agency standards, minimally at SOC and discharge and more frequently as needed. 9. Assists with data extraction and retrieval for Performance Improvement activities. 10. Copies and mails records as directed by management for response to Fiscal Intermediary Community Agencies, lawyers, etc. Tracks requests and responses. 11. Monitors, logs and releases confidential patient information to authorized entities, as directed by senior leadership. 12. Maintains process and log of medical record storage and retrieval as needed. Scheduling Management: The Service Manager or designee, under the direction of the clinical manager/supervisor is responsible for scheduling patient visits according to physician orders, validating caregiver visits against schedules and alerting the manager of deviations from orders. The designee is also responsible for verifying patient insurance coverage and running management reports. 1. Schedules patient/client visits based on physician orders and the clinical manager/Supervisor's direction. 2. Monitors completed visits to the schedule and alerts Manager to deviations. 3. Monitors productivity and alerts Manager to "out of standard" productivity. Adjusts schedules to maintain standards