Office Manager, Health Care Team - Agape's Way

Position Overview

The Office Manager at Agape’s Way plays a critical role in ensuring the smooth operation of administrative functions across the organization. This individual will be key in keeping the office running efficiently and maintaining communication between clinical and administrative teams.

Reports to: CEO

Key Responsibilities

      Payroll & Timekeeping

      Manage payroll for all employees, ensuring accurate and timely payments.

      Review and provide final approval of timecards for all nursing staff, ensuring that all work hours, overtime, and leave are accounted for accurately.

      Collaborate with the ADON and nursing staff to address any timecard discrepancies or corrections before processing payroll.

      Scheduling & Communication

      Post and update the nursing schedules as created by the Assistant Director of Nursing (ADON), ensuring all shifts are appropriately filled.

      Serve as the main point of contact for any schedule changes or updates, and communicate those changes to the staff.

      Maintain and update the office calendar, including scheduling meetings, patient visits, staff availability, and other key appointments.

      Document Management & Filing System

      Oversee the filing system, ensuring all patient records, employee files, and office documents are properly organized, maintained, and accessible.

      Ensure all paperwork, including patient care documentation and administrative records, are filed in compliance with HIPAA regulations.

      Upload all appointment and follow-up visit documentation from doctor visits into the KanTime system, ensuring all relevant medical records are accurate and up to date.

      Supplies & Office Maintenance

      Manage the inventory of office supplies, ordering new materials as needed to ensure the office runs smoothly without interruption.

      Coordinate with vendors and service providers for office-related needs, including repairs, maintenance, and supply orders.

      Ensure that all office equipment is properly maintained and in good working order.

      Staff & Visitor Coordination

      Assist with the coordination of staff onboarding, including setting up workstations, email accounts, and access to necessary systems.

      Serve as the first point of contact for visitors, ensuring they are properly directed and that security protocols are followed.

      Support the Administrator and Director of Nursing (DON) in planning and coordinating office events, staff meetings, and training sessions.

      Administrative Support

      Provide administrative support to leadership by managing calendars, scheduling meetings, and preparing documents as required.

      Assist in handling employee leave requests, ensuring proper documentation and communication of approved time off.

      Support the clinical team by coordinating care-related administrative tasks, including patient appointment tracking and follow-up visits.

      Ensure smooth communication between the clinical team and administrative staff, serving as the liaison when necessary.

Required Qualifications

      Minimum of 2 years of experience in office management or administrative support, preferably in a healthcare or home health setting.

      Proficiency in office software systems, including Microsoft Office (Word, Excel, Outlook) and scheduling software.

      Experience working with healthcare software systems like KanTime or similar EHR platforms.

      Strong understanding of payroll management and timekeeping.

      Knowledge of HIPAA regulations and the ability to maintain confidentiality in all matters related to patient care.

      Excellent organizational and communication skills, with the ability to handle multiple tasks efficiently.

      Ability to work independently and proactively identify and address administrative needs.

Benefits:

      Competitive salary and benefits package.

      Flexible work schedule with the opportunity to work in a mission-driven organization.

      Opportunities for professional growth and development.