Office Manager
WILLCARE - Kingston, NY

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Office Manager Opening - Kingston NY

Office Manager Opening - Kingston NY

WILLCARE, a successful regional leader in the home health care industry, currently has a job opening for an Office Manager in our Kingston NY Branch Office . Celebrating 30 years in business, WILLCARE operates Certified/Medicare, Long Term Care, Licensed/Private Duty, as well as non-medical services and supplemental staffing agencies. We provide qualified skilled and non-skilled services focusing on preventative, rehabilitative and therapeutic care to our clients in all applicable settings. We have branch offices in Western NY, Hudson Valley NY, Connecticut, and Ohio.

Job Title: Office Manager

Job Locations: Kingston NY

Job Department: Branch Administration

Job Type: Full Time


The Office Manager is responsible for answering inquiries, and disseminating information about the agency. This position establishes and maintains effective and efficient systems for patient paper flow, and communications. This position assists with daily operations and directly supervises the office support team.


Responsible for all paperwork flow in the agency. Ensures that phones, mail, faxes, shipping, supplies and other duties are carried out in a timely and orderly fashion.

Directs, supervises, and monitors the work of assigned personnel including Medical Records, Administrative Support, Intake and Reception.

Assists staff in maintaining current and accurate medical records and utilization review as necessary.

Complete HCHB reports and workflow tasks as assigned.

Maintains and tracks proper distribution and return of the following for new employees and separating employees: a. Point of Care Device, as well as check-in / check-out process for per diem point of care devices (as applicable and in accordance with IT policy) b. Employee Identification Badge c. Nursing Bag and nursing supplies (as applicable) d. Keys, key fob, parking tag (as applicable)

Assist staff with Point of Care Device updates and troubleshooting.

Maintains daily and weekly reports and submits to appropriate personnel.

Maintains Personnel Records for employees in accordance with Human Resources standards and Policies and Procedures.

Assists branch hiring managers in the recruitment and hiring process including processing references checks, conducting background checks, issuing employment letters and wage notices, ensuring medical compliance standards are met and coordinating orientation.

Facilitates the first day of New Employee Orientation in accordance with New Employee Orientation Program. Ensures that all required paperwork to activate employee in the system is routed to IT / Human Resources prior to employee’s first day of employment. Ensures that all new hire paperwork is completed upon first day of employment and is routed to Human Resources (especially if orientation is not scheduled for first day of employment).

Ensures that all employee compliance is active and up to date (ie. 90 day and annual performance evaluations, professional licenses, certifications, annual health screening, PPDs, etc). Maintains this information in real time within the HCHB system.

Review and approve non-visit activity daily to ensure timeliness of payroll processing and management of employee activity.

Reviews HCHB payroll for accuracy, works with clinical supervisors and managers to resolve any discrepancies, provides report to DPS for review and approval, and finalizes for export to the corporate payroll department for processing.

Liaisons with Central Support departments such as Information Technology, Human Resources, Payroll, Billing and Accounting on requests for information.

Ensures medical supply / office supply inventory is managed according to appropriate inventory controls.

Ensure on-going medical record audits are completed according to established criteria to assure completeness, accuracy and internal consistency. Reports deficiencies found in audit or compliance to Branch Administrator.

Maintains medical record tracking system to assure tight control of record location and quality control of information within each individual medical record from admission to discharge.

Develops a working knowledge of the various third party payers and assists in compiling information for audit purposes.

Assists in preparing and obtaining information for clinical record review, performance improvement and other committees as requested.

Ensures the timely computer generation of and processing of Physician Plan of Care and Verbal Orders. Ensures that all Physician Orders are tracked, maintained and up to date in order to quickly identify outstanding orders for additional resolution steps.

Review and approve accounts payable and ensure submission to the Central Support Office per protocol.

Cross trained with direct report responsibilities and assists as needed.


High School diploma or GED equivalent.

Two (2) years experience in a health care setting.

One (1) year supervisory experience preferred.

Requires interpersonal skills and ability to communicate effectively with staff and take patient referrals.

Knowledge of medical terminology required, Medicare and Medicaid guidelines preferred.

Able to demonstrate problem-solving skills, organizational skills and attention to detail.

Must have strong verbal and written communication skills.

Ability to operate computer equipment, FAX and photocopy machines necessary.

Proficient in MS Excel, Outlook and Word.

For additional details, see:
JOB DESCRIPTION (click to open PDF file)


About this company
50 reviews
WILLCARE is a family-owned, independent, proprietary, regional leader in the home health care field. And we've been doing a pretty good job...