Administrative Manager

At VibrantCare Rehab we deliver quality in all that we do. We treat each other with respect and promote a positive environment where people feel valued. We are honest and open in our relationships and straightforward in our communications. At VibrantCare we work together to achieve our company objectives.

Job Summary:

Works as an integral part of the area market team, which consists of the DOO, COD, MCO, BDM, AM and Center Managers, to effectively meet the needs of center staff as they serve their patients. Supports as many as 14 centers in all areas of office administration, including training, the orientation of front office personnel and scheduling. Assists and supports all operations of reimbursement between centers and the Central Billing Office (CBO).

Rehabilitation Aide Management:

• Interview, hire, and leads training for all Rehab Aides
• Utilize validation checklist for Rehab Aide position to train, validate training and assess competency
• Ability to evaluateperformance, implement Action Plans and coordinate with Center Manager (CM) to address deficiencies in timely fashion
• Responsible for Therapy Source and Rehab Toolkit Training
• Troubleshoot Aides issues and resolve through education ofstaff
• Ensure timely, accurate and compliant data entry
• Coordinate with CMs to manage Time Off Requests and ensure clinics are covered for those positions with the assistance of the AM
• Coordinate with CM's in the management of Aide personnel to meet daily staffing requirements
• Train and Monitor the Unscheduled and 1-2-3 Reports daily foreach center
• Train staff to build schedules, improve arrival rate, work the Reschedule Report, Cancels/No Shows Report and the Patient in Progress Report
• Train staff to ensure proper collection of copays
• Verify all NP information is entered correctly in Referral Log and Therapy Source (TS)
• Tracking and Management of Arrival and Reschedule Rates
• Put systems in place to ensure POCs for Medicare Patients are sent to MDs timely and those POC are returned within the 7-day window.
• Train and hold Aides toCustomer Service Standards at VibrantCare
• Support CBO to ensure closing clinical documentation notes on a daily basis
• Responsible for training the Accounts Payable and Petty Cash process
• Assist in customer complaint resolutions at centers and CBO
• Train each clinic on proper ordering of supplies
• Collaborate with CM and AM (or MCO/COD/DOO) to complete Annual Performance Reviews of Aide
• Ensure market specific forms and standardization in charts
• Hold Aide Meetings/ Conference Calls

Communication:

• Ability to communicate effectively with market leaders, clinic employees, CBO staff and corporate staff
• Capacity to resolve patient complaints
• Attend, lead and execute market, CBO and/or clinical meetings
• Ability to communicate the needs of each clinic on an individual basis effectively
• Act as a liaison between the CBO and the clinics
• Monitor CBO requests for information

Report Management

• Train staff on strategies to ensure visits are capture by managing Reschedule and Arrival Rates reports in each center
• Meet referral log call and conversion rate goals to maximize new patients
• Dissect Unscheduled and 1-2-3 Reports and challenge staff appropriately to meet targets
• Ensure co-pay collections is at 95% or higher in each center
• Manage Daily Visit Tracker (DVR) and Daily Operating Control (DOC) Reports
• Train staff on effective calls to doctors' offices and meet Physician Call Project goals each week
• Performs quarterly AM audits

Operations:

• Gatekeeper of payer information/local expert, completion of scheduling information and Referral Log
• Coordinate with CBO to accomplish timely, accurate and compliant data entry
• Meet Co-pay Collections targets at 95% collected at time of service or higher
• Maximize Net revenue by payer through education of staff
• Manage referring physician, NPI information in TS
• Expert in Referral Log database
• Expert in TS Scheduling, Clinic Administrative Systems

Compliance:

• Assist CM's and CODs with the management of the Center Facts Manual
• Assist CM's and CODs prepare clinics for state surveyor by completing mock surveys
• Keep centers compliant with all document retention policies

Additional Responsibilities:

• Assists with and facilitate sales, marketing, relationship building activities
• Reviews daily schedules in TS and communicate to the centers regarding areas of improvement needed
• Complete Payroll bi-weekly if assigned to do so
• Performs other duties or special assignments as assigned

Required Skills, Education and/or Experience:

• Bachelor's Degree in Management and/or Healthcare fields
• Experience in leading multiple teams in different geographical locations to achieve results
• Outstanding organizational and follow up skills
• Results and teamwork oriented
• Strategic thinking and analysis abilities
• Ability to work well independently