Administrative Manager (Wyoming, MI)

Summary Statement

Since 1944, Wright & Filippis (W&F) has built a well-earned reputation as a leader in prosthetics, orthotics, and accessibility solutions. Over 76yrs strong, we are committed to improving the lives of our patients. In 2020, Wright & Filippis joined Ottobock Patient Care. Together, we help people maintain or regain their freedom of movement. We are all about excellence and innovation – in the people we employ as well as in our products and services. Great people drive our culture and you'll you have the chance to grow in an ever-changing field, improve access to care, and most importantly deliver the best possible patient care experiences. 

We are looking for a dedicated Administrative Manager to join our team in Wyoming, MI location in the Grand Rapids metropolitan area (and Battle Creek location 1x week).

Duties & Responsibilities

• Obtains thorough understanding of the Patient Care Coordinator role in preparation to provide the best support and management of the team.  
• Exercises discretion in the daily coordination of administrative staff.
• Provides input in business and strategic planning.
• Helps with coordination of facility operations, procurement and inventory of IT and clinic equipment.
• Partners with Human Resources by completing assigned employee updates on performance, employee relations, recruiting, onboarding/offboarding and training.
• Coordinates the management of active patient cases in the WIP with all parties involved to keep cases moving forward in a timely manner. Resolves complaints.
• Ensures the procurement of medical documentation from physicians, physician assistants, nurse practitioners, therapists, nursing facilities, and hospitals through direct live/phone communication, fax, and email as appropriate.
• Collaborates with Verification, Authorization, and Billing teams to secure insurance authorizations for patient cases, financial responsibility, and medical documentation requirements.
• Directs patient communications for scheduling, financial responsibility discussions, procurement of medical documentation from their referral source(s) through direct live/phone communication, fax, and email as appropriate.
• Ensures accurate patient, billing, insurance information, verification, and pre-authorization is obtained and maintained in patient files and the billing system.
• May assist with collection of money associated with copayments, deductibles, and other financially related items as needed. This might include depositing company funds into company bank.
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks.
• Complies with Corporate Compliance and HIPAA requirements.
• Adheres to all safety regulations; compliance with Medicare and other governmental regulations.
• Performs other duties and special projects as assigned.

Qualifications

• Ability to interact professionally and respectfully with clinical and non-clinical staff, patients, and caregivers
• Experience with business operations, including human resources, finance, and office administration
• Knowledge of fiscal planning, budgeting, and financial reporting
• Understanding of applicable healthcare laws, regulations, and compliance requirements
• Proven ability to lead teams and foster a collaborative, patient-focused work environment
• Minimum of two (2) years of staff supervision or personnel management experience, including employee coaching, scheduling, performance management, and team development
• Proficiency in Microsoft Office Suite and database management systems
• Strong communication, interpersonal, and relationship-building skills
• Excellent critical thinking, problem-solving, and decision-making abilities
• Demonstrated organizational, analytical, and time management skills with attention to detail
• Associate degree or equivalent combination of education and experience required; Bachelor's degree preferred
• Minimum of two (2) years of office management experience in a healthcare setting
• Minimum of three (3) years of experience using EMR/electronic medical record systems
• Valid, unrestricted driver's license required

Benefits

• Medical
• Vision
• Dental
• Health savings accounts with employer contribution
• Flexible spending account options
• Company-paid life insurance policy
• Paid time off
• Company holidays
• Floating holidays
• 100% company-paid short & long-term disability
• 401k match up to 3.5%
• Paid parental leave