Office Manager at COMHAR, Inc. in Philadelphia, PA

Position Schedule: Monday-Friday 8:30AM-4:30PM

Position Salary: $52,000

Positions Summary:

The Office Manager provides day-to-day administrative leadership and supervision for the Latino Treatment Program. Reporting directly to the Program Director, the Office Manager oversees front desk/Patient Access, Medical Records, insurance verification, provider scheduling support, administrative staffing and coverage, office supplies, and related operational workflows.

The Office Manager directly supervises assigned administrative staff and is responsible for ensuring administrative functions are appropriately staffed, monitored, completed, and continuously improved. The position works closely with the Program Director, clinical and medical leadership, and other COMHAR departments to support efficient operations, member access, provider needs, and a positive member experience.

Duties and Responsibilities:

Administrative Operations & Staff Supervision

• Provide daily oversight of LTP administrative operations under the direction of the Program Director.
• Directly supervise Patient Access Specialists, Front Desk/Medical Records Specialists, and other assigned administrative staff.
• Establish daily assignments and monitor staffing, attendance, coverage, workload, and performance.
• Coordinate coverage for lunches, breaks, call-outs, vacations, high-volume periods, and other operational needs.
• Provide coaching, training, onboarding, cross-training, and performance feedback to administrative staff.
• Monitor workload distribution and identify workload compression, staffing concerns, or operational barriers requiring intervention.
• Participate in performance evaluations and address performance concerns in collaboration with the Program Director and Human Resources.
• Participate in program and agency meetings and support implementation of approved policies, procedures, and operational initiatives.

Patient Access, Insurance & Scheduling Oversight

• Maintain supervisory oversight of front desk operations, including member check-in/check-out, telephone responsiveness, registration, scheduling, appointment coordination, and member service.
• Ensure assigned front desk staff complete daily insurance eligibility verification for scheduled members and monitor completion, accuracy, and appropriate follow-up.
• Ensure insurance, demographic, authorization, and registration discrepancies are addressed or appropriately escalated.
• Review and monitor service authorization processes.
• Oversee appointment scheduling for psychiatric providers, therapists, nurses, and other assigned clinical staff.
• Audit follow-up appointment scheduling for psychiatric and medical providers to support continuity of care.
• Monitor Open Access, same-day access, and other approved outpatient access workflows.
• Identify recurring access, eligibility, scheduling, or administrative barriers and coordinate corrective action with the Program Director and appropriate departments.

Medical Records Oversight

• Maintain supervisory accountability for LTP Medical Records operations.
• Monitor the 70% Front Desk/Patient Access and 30% Medical Records workload model for the Front Desk/Medical Records Specialist positions.
• Ensure designated Medical Records time is appropriately scheduled and protected whenever operationally feasible.
• Monitor Medical Records requests, scanning/indexing, record maintenance, releases, and outstanding workload.
• Ensure Medical Records activities comply with HIPAA, confidentiality requirements, COMHAR policies, and applicable standards.
• Monitor backlogs and advise the Program Director when staffing or workload concerns affect timely completion.

Office, Provider & Operational Support

• Coordinate administrative support for providers and clinical staff and assist with resolving administrative barriers affecting service delivery.
• Prepare and review reports and maintain appropriate administrative databases and information.
• Maintain familiarity with EHR, scheduling, managed care insurance, eligibility, authorization, and reauthorization systems.
• Monitor office supply inventory and coordinate ordering of approved supplies in accordance with COMHAR procedures.
• Coordinate routine office equipment, furniture, repair, and facility requests through appropriate departments.
• Promote a professional, organized, trauma-informed, culturally responsive, and member-focused environment.
• Escalate significant staffing, operational, compliance, safety, clinical, or facility concerns through the appropriate chain of command.
• Perform other duties as assigned by the Program Director

Position Requirements

• High School Diploma or GED required.
• Minimum of three (3) years of progressively responsible experience in healthcare, behavioral health, medical office, or administrative operations.
• Bilingual Spanish/English is required.
• Demonstrated experience supervising staff or coordinating complex administrative operations and workflows.
• Experience with Patient Access, scheduling, front office operations, Medical Records, insurance verification, or comparable healthcare administrative functions.
• Proficiency with Microsoft Office and electronic health record systems.
• Strong leadership, organizational, communication, customer service, and problem-solving skills.
• Ability to prioritize and manage multiple responsibilities within a high-volume outpatient environment.
• Ability to identify workflow problems and implement approved operational solutions.
• Ability to maintain confidential information in accordance with HIPAA and organizational requirements.
• Ability to work a flexible schedule, including evenings and weekends, when required to support program operations.