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Office Manager

Company: Ellenhorn
Location: Arlington
Posted on: January 15, 2022

Job Description:

Position Summary: The Office Manager manages the overall daily office operations of Ellenhorn LLC and supports all business entities including Ellenhorn LCSW PLLC, Matthew Bernstein MD PLLC & Ellenhorn CA Medical PC. This position also incorporates three major administrative functions which support and strengthen the foundation by which PACT Team operates.Essential Functions and Responsibilities:
Administrative Assistant/Program Assistant - Manage administrative operations for our Arlington Office; support the PACT teams with any tasks and projects that may arise; coordinate with building management and vendors on facilities and maintenance issues; act as a source of office and company information, including the EMR (ELMO), Ring Central, Google Drive and general on-boarding. Coordinate the ongoing scheduling of the four Structural Pillars; provide general clerical duties such as data entry, scanning, inventory, stocking supplies, routing of mail and all other duties as assigned.
Medical Record Coordinator - Acting as the keeper of the record ensure the standards outlined in the Medical Records Policy when receiving outside medical records or forwarding the Ellenhorn Record to an outside source; review the electronic medical record (ELMO) and support the Clinical Directors and reporting requirements; introduce new employees to ELMO, as well as the Medical Record Policy. Responsible for overseeing the integrity of the medical record, manage and oversight of ELMO; collect, organize, record and reconcile essential medical information in a timely manner; data retrieval and communications; monitoring to ensure that all data is accurate, complete, and verifiable;
HIPAA/OSHA - Understand and implement the role of HIPAA policies and OSHA standards within Ellenhorn, LLC; maintain a HIPAA Incident Report Log and attend the Medical Director and Business Leadership Meetings.Additional Responsibilities:

Foster effective relationships and provide support to the CEO, CFO, COO, HR, CMO, Psychiatrists and Clinical Directors and Clinical Leadership;
Program logistics; coordinate and supervise non-clinical daily operations;
Engage in special projects to support business processes and tools as required;
Work collaboratively with leadership to define and accomplish common goals;
Oversee the implementation of all agency information technology (IT); point of contact for all service-related emergencies that impact non-clinical operations;
Work in collaboration with leaders to understand information needs, enhance or develop system efficiencies, and to identify key performance indicators and build reports;
Work with external vendors (QuickBase, DoseSpot, Juiced, OhMD, RingCentral, Verizon etc.) to support defined business requirements and ensure deliverables;
Manage the acquisition, installation and maintenance of hardware; monitor system related expenses; coordinate and plan technology training and professional engagement/onboarding (QuickBase, DoseSpot, OhMD, RingCentral, Apple products);
Collaborate with Chief Medical Officer on strategic initiatives and priorities relating to compliance; HIPAA Privacy Officer / Security Officer; monitor and support annual compliance requirements; draft policy for approval by CMO
Any and all other duties as assigned.

Qualifications Required:

Bachelors level degree in a related field.
Must have skills and competencies to establish supportive and trusting relationships with all levels of the organization
Strong technical aptitude
Must have strong communication and organizational skills.

Qualifications Desired:

Previous experience working in mental health/healthcare

Keywords: Ellenhorn, Arlington , Office Manager, Executive , Arlington, Massachusetts

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