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Office Manager

Job Description:

Responsible for managing all client records for the The Refuge Ranch and serves as liaison for Kaleidacare issues.  Responsible for fielding office calls, in particular HiPAA sensitive requests for records.  Provides administrative support for The Refuge Ranch staff.

OFFICE MANAGER

Job Description:

Responsible for managing all client records for the The Refuge Ranch and serves as liaison for Kaleidacare issues.  Responsible for fielding office calls, in particular HiPAA sensitive requests for records.  Provides administrative support for The Refuge Ranch staff.

 

Work Hours: 40 hours per week plus any additional hours required

FSLA Status: Non-Exempt

 

Responsibilities:

  • Perform office and administrative duties to assist in executive management.
  • Screen calls, manage calendars, and make travel, meeting, and event arrangements for executive staff.
  • Design and maintain accurate filing in case paperwork is needed by finance department.
  • Review and approve office supply requisitions.
  • Greet visitors.
  • Serve as a liaison between TRR staff and Kaleidacare document storage services, and Kaleidacare Billing services.  Ensures timely and accurate information is provide on clinical notes that become billable notes for Kaleidacare Billing Services.
  • Act as the client information system and documentation trainer and source of staff support.  Develop new documents in KaleidaCare as needed.  Uses Kaleidacare to run reports as needed.
  • Responsible for maintaining and managing the document management system in Kaleidacare.
  • Facilitate the annual and bi-annual Youth for Tomorrow (YFT) level of care reviews.
  • Perform regular audits of client files.  Ensure that needed information is included in all client files.  Ensure that client files contain updated copies of treatment plans, admission/diagnostic assessments, and face sheets or call lists.
  • Copy information from client files for outside audit purposes or subpoenas.
  • Schedules ongoing treatment plan and service plan reviews on Outlook calendar.  Responsible for mailing notification letters to custody holders regarding plan reviews.  Responsible for mailing copy of treatment plans and service plans to custody holders.
  • Runs daily reports from Client Information System. Ensures the monthly client documentation is served to all client stakeholders based on legal assignment.
  • Responsible for ensuring that client filing is kept current.  Develop overflow charts for current clients as needed.  Responsible for creating new client charts at time of admission and managing discharged client records as well.
  • Assist the Intake Coordinator in procuring the required documentation outlined in State Standards for the placement of children residing at The Refuge Ranch.
  • Carries out other duties as assigned by his/her Supervisor.

 

Knowledge, Skills, and Abilities:

  • Knowledge of word processing software with typing speed of 50+ words per minute.
  • Ability to handle confidential information.
  • Ability to work under pressure and handle multiple projects at once.

 

Qualifications:

  • Bachelor’s degree preferred; two years or more of related experience may be substituted for degree.  Legal or medical familiarity helpful.
  • Must have strong computer skills related to use of Excel and Word.  Experience working with web-based client information systems preferred, specifically Kaleidacare.
  • Experience with medical records preferred.
  • Must have strong organizational skills and ability to manage several projects at one time.
  • Must possess strong problem-solving skills.
  • Must have or obtain clear knowledge of HiPAA compliance standards of information to be shared and with whom.
  • Must possess excellent interpersonal skills including the ability to work cooperatively with personnel of The Refuge for DMST, customers, clients, clients’ families, volunteers, regulatory personnel, and vendors, as well as the ability to resolve conflicts in a professional, collaborative manner.  
  • Must be able to accept constructive feedback and take corrective action with a positive attitude.  
  • Must be able to work in a stressful and occasionally unpredictable environment and to respond to crisis situations without overreaction or loss of objectivity.
  • Must be at least 21 years of age, possess a valid driver’s license, have a good driving record which allows insurance coverage by The Refuge for DMST’s auto insurance policy, be able to pass a drug screening, and obtain a recent tuberculosis test or chest X-ray verifying no active tuberculosis.  
  • Must authorize The Refuge for DMST to check employment references and to conduct a background check in accordance with requirements of the Texas Department of Protective and Regulatory Services.

Must look out for the safety and wellbeing of the youth in care by reporting any issues of abuse or neglect suspected at any time to your immediate supervisor and to the DFPS Hotline at 1-800-252-5400.

This job description in no way implies that the duties listed here are the only ones the employee will be required to perform. The employee may be expected to perform other tasks, projects, and training as requested by his or her supervisor. 

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TO APPLY: please send resume and cover letter to info@therefugedmst.org