Office Manager

Xenia, OH


TITLE: Office Manager


PAY: Up to $25/hr     

SUMMARY: Under the supervision of the Site Lead, the Office Manager plays a critical role in ensuring that the office runs smoothly. The Office Manager takes charge of checking in and greeting clients, obtaining their documentation and intake paperwork, and scanning these documents into the system. Another vital responsibility of the Office Manager is guiding clients through a predetermined schedule of appointments and submitting completed care charges to billing. The Office Manager is also expected to make follow-up appointments and ensure that all client information is properly maintained and recorded. By carrying out these tasks with accuracy and efficiency, the Office Manager helps to create a positive and productive environment for both clients and staff.

BLOODBORNE PATHOGEN CATEGORY I: Tasks with actual blood/body fluid exposure are not included in this position’s duties. 

Supervisory Responsibilities

  • None 

Day-To-Day Responsibilities

  1. Answers all incoming calls efficiently, pleasantly, and professionally. Schedules new clients for intake appointments; provides explanations to clients about what to bring and what to expect at their first appointment. Verifies clients' insurance when scheduling.
  2. Works with clients and billing to resolve any client insurance issues that impact their ability to receive treatment.
  3. Checks clients in and scans their completed paperwork into the electronic health record. Notifies the provider of the client's arrival.
  4. Schedules clients' return appointments and checks them out at the end of their visit. Reviews and updates clients' care records, submitting them to the billing department.
  5. Gathers client information to assist the billing department in the event of a coding denial. Maintains a professional relationship with clients as the face of Path Integrated Healthcare, impacting their care experiences.
  6. Mails client satisfaction surveys to clients seen that day by the end of the workday.
  7. Requests and scans prior care records at the request of the clinical providers at the site. Follows up on requests to ensure that information is available.
  8. Cleans common areas.
  9. Manages mail, faxes, and office supply ordering for the site.
  10. Willingly serves in a professional and collaborative capacity at all times.
  11. Fully understands and complies with all organizational processes and policies 
  12. Takes initiative to help clients and others.
  13. Attends all company education seminars and seeks other opportunities to grow knowledge of company and work responsibilities.
  14. Participates in site team meetings and company meetings, and volunteers for special projects or committees that would enhance professional growth.



Preferred: Bachelor's degree 

Required: High school diploma 


Must hold active CPR certification 


Minimum 5 years of experience in a clerical or customer service-related field in a healthcare environment 

Physical Effort: Requires working under stressful conditions or with interruptions. 

Requires sitting, viewing computer monitors and keyboarding. Must be able to lift 25 pounds 

Interpersonal Skills: Require excellent interpersonal and time management skills and a calm, professional style of communication.

Background: Must pass all federal and state background checks. Educational and work history will be confirmed in compliance with company policies. Required to pass all pre-employment drug and alcohol tests.