Job Title/Position : Office Manager Location: Napa, CA (onsite) Reports To: Executive Director/Administrator JOB DESCRIPTION SUMMARY The Office Manager is responsible for coordinating all office activities including medical records, data entry, maintaining patient records, preparing for all meetings, coordinating all telephone calls and maintaining sufficient office supplies. The Office Manager is responsible to the Administrator and the Program Director and assists with direct patient expenditures coordination, employee time sheets, personnel records and billing liaison. ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES Maintains confidentiality of patient information. Maintains accurate up to date medical records in accordance with regulations of Medicare and the Policy and Procedure Manual. Communicates effectively on the telephone with patients, families and staff. Answers incoming calls and forwards to appropriate staff person or takes a message if the person is not available. Welcomes and assists all guests. Manages incoming, outgoing and interoffice mail. Performs typing, faxing and coping tasks as requested for various staff persons. Inputs data into computer for billing purposes. Orders and maintains accurate records of medical equipment and supplies. Responsible for informing staff of any changes, updates, etc., regarding admissions; discharges, visits, schedules; and clinical meetings as directed by the Program Director, Director of Clinical Services and/or Administrator. Responsible for gathering and recording staff members' daily records, i.e., mileage, visit times, etc. Tracks admission, discharge, case conferences, certification and re-certification dates on all patients. Responsible for assisting with audits of patient information. Maintains accurate mailing lists of employees, patients, Medical Directors, physicians and contractors and forwards any changes to the Corporate Office. Performs other necessary functions/duties as assigned by the Program Director and/or Administrator. Participates in and assists with community activities, i.e., health fairs, conventions, community education programs, etc. as assigned by Program Director, Director of Clinical Services and/or Administrator. POSITION QUALIFICATIONS Minimum of high school education; preferably with secretarial and computer background. General knowledge of spelling, punctuation, grammar, medical records and office procedures. Basic knowledge of office machines. Basic knowledge of telephone skills. Aptitude or computer data entry and use of current software systems. Ability to establish and maintain effective working relationships. Ability to meet the public and staff as a positive, friendly and professional representative of the agency. Effective social interaction, communication and organizational skills and the ability to perform a variety of tasks efficiently.