MANAGER

Description: The EMS Office Manager oversees the administrative, clerical, and support functions of the ambulance service to ensure smooth daily operations, regulatory compliance, and exceptional service to patients, facilities, and staff. This role serves as the central hub between operations, billing, HR, compliance, and leadership. Key Responsibilities Administrative & Office Operations Manage daily office workflow, phone systems, emails, and front-office coordination Maintain organized records for patients, employees, vehicles, and vendors Oversee office supplies, equipment, and facility needs Ensure professional communication with hospitals, dialysis centers, case managers, and families HR & Personnel Support Assist with onboarding, credential tracking, and personnel files Track licenses, certifications (EMT, AEMT, Paramedic), CPR, EVOC/CEVO, and compliance deadlines Coordinate background checks, MVRs, drug screens, and annual reviews Support scheduling, attendance tracking, PTO requests, and payroll documentation Compliance & Regulatory Support Maintain compliance with state EMS regulations, CMS requirements, and company policies Track and organize incident reports, accident reports, fatigue forms, and QA documentation Assist with audits, inspections, and documentation requests Ensure HIPAA compliance in all administrative processes Billing & Financial Coordination Serve as liaison between operations and billing company Verify trip documentation completeness (PCS forms, trip sheets, signatures) Assist with insurance verification, prior authorization tracking, and denial follow-up Track invoices, vendor payments, and basic financial reporting as assigned Operations Support Support dispatch and field operations with documentation, trip confirmations, and facility communication Assist with fleet-related administrative tasks (registrations, inspections, insurance files) Coordinate internal communications, memos, and policy updates Help implement new workflows, SOPs, and process improvements Leadership & Culture Uphold company values and professionalism Serve as a trusted point of contact for staff concerns and administrative needs Support leadership initiatives related to growth, efficiency, and patient care excellence Why This Role Matters The EMS Office Manager plays a critical role in ensuring: Crews are supported and compliant Patients and facilities receive professional, timely communication Operations run efficiently behind the scenes Leadership has accurate, organized information to make decisions Requirements: Required Qualifications High school diploma or GED (Associate’s or Bachelor’s degree preferred) 2+ years of office management or administrative leadership experience Experience in EMS, healthcare, medical transportation, or medical billing strongly preferred Strong knowledge of HIPAA and healthcare documentation standards Proficiency in Google Workspace or Microsoft Office (Docs, Sheets, Email) Excellent organization, time management, and communication skills Preferred Qualifications Prior experience in ambulance or EMS operations Familiarity with: Trip sheets and PCS forms Medicare/Medicaid ambulance requirements Dialysis and inter-facility transport workflows Experience working with scheduling software, ePCR systems, or billing platforms Ability to manage sensitive personnel and patient information professionally Key Competencies Attention to detail and accuracy Strong problem-solving and follow-through Ability to prioritize in a fast-paced EMS environment Professional communication with staff, facilities, and leadership Discretion, integrity, and reliability Physical & Work Requirements Primarily office-based with occasional interaction with field staff and fleet Ability to sit, stand, and use computers for extended periods Occasional after-hours availability for urgent administrative needs