Job Description

Job Description

Job Description

Salary:

Wabanaki Public Health & Wellness (WPHW)is growing, and we are excited to be adding new people to our team! If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team!WPHW is a non-profit organization that serves four federally recognized tribes located in five communities: the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation. Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share. Services are available to community members living on and off-reservation across the state of Maine.

Position Summary:

The Wabanaki Center for Healing and Recovery (WHR) is seeking an individual who has a passion for healthcare administration working with Indigenous and non-Indigenous clients and communities. The ideal person will be the backbone of our administrative team, overseeing daily operations, managing staff, and ensuring the level of client care. As a Medical Office Manager within the WHR division, you will work closely with healthcare providers and clients fostering a collaborative and supportive environment. Your role will be crucial in maintaining efficient workflows, implementing policies, and enhancing the client experience.

Duties and Responsibilities:

• Work collaboratively with Program Director to ensure operations with day-to-day administrative oversight
• Assist the Program Director and/or grant Public Health Analysts with grant goals and objectives, tracking and reports, may serve as WHR Project Director
• Liaise with providers, clinicians, and nurses to identify potential office dysfunction
• Develop and/or assist with drafting and implementing office policies and procedures
• Maintain medical and staff records
• Plan and coordinate patient schedules
• Review and verify patient information, insurance eligibility, medical records, and billing data
• Works collaboratively with Tribal health, Tribal Purchased Referred Care programs and business office team to coordinate timely client services and alternate resources eligibility
• Ensure the facility is tidy and a welcoming environment for clients and guests
• Develop, distribute and arrange informational materials and supplies for patients
• Keep inventory records, order office, housekeeping, groceries, medical supplies and ensure receipt reconciliation
• Work with vendors to get needed equipment or medical supplies for practice
• Supervise office support staff.
• Ensures new staff complete orientation trainings within 30 days of onboarding
• Stay updated on changes with healthcare guidelines, regulations, and insurance policies relevant to substance use treatment and mental health
• Participates in general or special assignments and other duties as assigned and as deemed necessary
• Participates in team meetings and trainings, as assigned
• Prepare meeting and record meeting agendas and minutes ensuring timely distribution and follow-up
• Assists with staff travel arrangements and reconciliation

• Perform other duties as assigned.

Education and Experience Required:

• AS degree in Healthcare Administration, Business, or a relevant field, preferred; or High School Diploma with at least 5 years experience medical office management required
• Experience in hiring, supervision, and performance reviews
• Experience with Kipu EMR and Collaborate MD is a plus
• Ability to travel and valid State of Maine Drivers License, insurable under the WPHWs automobile insurance plan
• Experience working in Tribal Communities preferred

Skills and QualificationsRequired:

• Proven work experience as a medical office manager, or at least four years working in a medical office.
• Proficiency in using healthcare software and computer systems
• Demonstrated ability to work as part of a team, independently and embrace a culturally diverse setting
• Regular and predictable attendance is an essential function of this position
• Maintain confidentiality of patient information and adhere to HIPAA regulations (42 C.F.R. Part 2)
• Understanding of all Wabanaki Public Health & Wellness programs and services provided
• Strong attention to detail and accuracy
• Ability to work independently and prioritize tasks effectively
• Well organized, self-motivated with a positive and professional approach
• Excellent communication and interpersonal skills
• Ability to stay composed in challenging situations
• Ability to work within a flexible schedule for special events or circumstances
• Experience with computers, other office equipment and MS Office and Teams
• Must pass criminal background check.

Wabanaki Public Health & Wellness is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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