Job Description

The Office Manager is responsible for overseeing the intake assessment process and referral activities of the outpatient program in addition to organizing the day-to-day operations of the facility as dictated by the company’s policies and procedures under the direct supervision of the Clinical Program Manager.

Skywood is part of one the nation’s largest and most respected hospital management companies, Universal Health Services, Inc. UHS is o ne of the nation’s largest and most respected providers of hospital and healthcare services, Universal Health Services, Inc. has built an impressive record of achievement and performance. Growing steadily since its inception into an esteemed Fortune 500 corporation, our annual revenues were $11.4 billion in 2019. In 2020, UHS was again recognized as one of the World’s Most Admired Companies by Fortune; in 2019, ranked #293 on the Fortune 500; and in 2017, listed #275 in Forbes inaugural ranking of America’s Top 500 Public Companies. Headquartered in King of Prussia, PA, UHS has more than 90,000 employees and through its subsidiaries operates 26 acute care hospitals, 328 behavioral health facilities, 42 outpatient facilities and ambulatory care access points, an insurance offering, a physician network and various related services located in 37 U.S. states, Washington, D.C., Puerto Rico and the United Kingdom.

For additional information on the Company, visit our web site:

Essential Duties and Responsibilities

• Answers calls coming into the center and triages to appropriate staff member (coordinates with AC as well)
• Greets clients, intakes, and anyone interested in program in person from front desk.
• Schedules all intakes with clinicians coming from Skywood, AC, other treatment programs, and community-based referrals (this is a big one and sets us apart from other IOP’s ensures accurate completion of all paperwork)
• Sends necessary admissions paperwork to all new clients and ensures proper completion.
• Manages front line crisis situations when clients contact and want to speak to clinician.
• Completes MS4 admissions to PHP and IOP, discharges, and step ups to PHP.
• Reviews VOB for all clients received from call center to ensure accuracy.
• Talks with and sets up payment plans for out-of-pocket amounts for all new clients and ensures completion of financial agreement.
• Monitors and coordinates with staff insurance authorizations needed and ensures completion.
• Coordinates and speaks to clients if they are not completing paperwork.
• Maintains daily monitoring of upfront cash collections log and changes as needed.
• Charges credit creds for payments from clients
• Completes daily attendance email to staff, management, business development team, and leadership.
• Maintains close connection with Skywood Inpatient PAR’s to ensure accuracy of paperwork for admissions from Skywood.
• Monitors and manages medical provider’s schedule and contacts clients to remind of appointments.
• Receives and manage all paper mail coming into the center, distributes to staff as needed.
• Manages all AP including bills from vendors, coordinating with CBO to ensure accuracy of POs, and utilizes software from UHS to pay vendors.
• Manages issues which arise with AP, supports with process of going through process for UHS to accept vendor.
• Keeps a log and monitors all office supplies and orders more as needed.
• Completes insurance authorizations as needed.
• Completes appeals as needed to help Corporate Business Office.
• Completes all month end charge sheets which occur mainly on evenings, weekends and holidays.
• Uploads all paperwork to MS4 and enters in insurance note.
• Uploads all OP/NP charge sheets into IDS portal.
• Makes collection calls for all patients on monthly payment plans whose cards are declined.
• Performs all other duties as required or assigned.

Knowledge, Skills and Abilities

• Ability to inspire patient confidence in the FRN Staff and the FRN Model of Treatment.
• Ability to consistently demonstrate thorough conduct and communications the stability required to effectively assist patients and their family members through the FRN Model of Treatment.
• Excellent verbal and written communication skills required.
• Must have a high level of interpersonal skills. Position continually requires demonstrated professionalism, tact and diplomacy. Makes decisions made on behalf of patients in an ethical manner.
• Understands need for and always maintains appropriate confidentiality when interacting with patients, residents, families, visitors, referral sources and all other contacts.
• Specific knowledge of substance abuse and or mental health treatment on a clinical level.
• Must have strong knowledge of a variety of computer software applications in word processing, spreadsheets, and presentations (MS Word, Excel, and PowerPoint).
• Excellent organizational skills with the ability to prioritize workload and meet deadlines.

Education and Experience

• High School diploma/GED; Bachelor’s degree in related-field preferred.
• 3-5 years management or supervisory experience.
• Minimum of 2 years of experience required in insurance verification and/or insurance billing.

Work Environment and Physical Demands

• Constant use of computer requiring manual dexterity and visual acuity.
• Ability to have close visual acuity, to read, write and analyze detailed and complex information.
• The ability to lift, push or pull up to 40lbs. on occasions
• Ability to be physically mobile, climb stairs, traverse the campus on uneven hilly terrain; however, long periods of sitting will be required.
• A current, valid driver’s license and a clean driving record is required for use of company vehicles and occasional business travel.
• Due to the 24/7 operational demands, must be available after normal working hours and on holidays to manage emergencies that may arise.

Job Description Disclaimer: The statements in this job description are intended to describe the essential nature and level of work performed by staff assigned to this job. They are not intended to be an exhaustive list of all duties and responsibilities, as other duties and responsibilities may be assigned. If the responsibilities of this job change or need to be adjusted, it is the duty of the employee to report this to their immediate Supervisor or Human Resources for review.

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