Business Manager - Low Vision Rehabilitation Service

JOB TITLE: Business Manager DEPARTMENT: Low Vision Rehabilitation Service REPORTS TO: Director of Low Vision Rehabilitation Service STATUS: Full-time, Exempt SCHEDULE: Monday – Friday, 8:45 a.m. to 5:00 p.m. LOCATION: Central Office GRADE: 11 DATE REVIEWED: 01/08/2004 STATEMENT OF PURPOSE: Manages all aspects of the daily administration of the Low Vision Rehabilitation Service, interfacing constantly with clinical staff, satellite locations, and vendors to ensure the highest levels of patient care and customer service. RESPONSIBILITY FOR THE WORK OF OTHERS: This position directly supervises the Patient Care Coordinator. TRAVEL REQUIRED: Less than 10%; metro Chicago and suburbs. SPECIFIC ACTIVITIES INCLUDE, BUT ARE NOT LIMITED TO: DAILY ADMINISTRATION • Works closely with Director of Low Vision Rehabilitation Service to maintain consistency, recommend and develop operating policies and procedures, implement quality improvements, and ensure compliance with the regulations of accrediting bodies and insurers; • Maintains excellent business relationships with patients, providers, referral sources, vendors, funders, outside organizations, and others; • Coordinates scheduling and other aspects of satellite clinics and Seeing is Believing program; • Supervises record keeping and report writing in compliance with appropriate accrediting boards, contracts, and funding sources; maintains a database of statistics related to services provided and patient profiles; • Assists in the process of recruiting and hiring new staff; responsible for ongoing training and evaluation of assigned staff and/or volunteers; • Maintains an active interest in the professional field at all levels including collecting, organizing and analyzing relevant information for use with practitioners and patients; • Assists the Public Relations department in promotion of agency services through media and other programs; may present clinical services to various community and professional groups; • May assist Director of Low Vision Rehabilitation Services in preparing budget information and controlling direct budgeted expenses; PATIENT CARE ENVIRONMENT • Supervises the safety, security, cleanliness and maintenance of clinic environment; ensures patient care rooms are adequately maintained and supplied with soap, paper towels, eye drops and other necessary items; • Answers incoming calls and inquiries from patients regarding exams and/or assistive devices within the same day that they are received; • Receives and places reports from patients’ eye care providers and/or other appropriate sources and other documentation in patient charts prior to first visit, as well as for follow-up appointments; • Monitors patient medical records and/or computer files to ensure that complete personal and billing information is correctly entered by the Patient Care Coordinator, Receptionist or other clinic staff; • Assists Patient Care Coordinator in following up with referral sources and/or patients to rectify any incomplete information; • Manages the flow of patient charts, including retrieving files from Central File area, maintaining them in an organized manner while in the clinic, and filing them in the Central File room in as timely a manner as possible; • Ensures timely long and short-term follow up on patients concerning overall quality of service (total quality management) or need for additional exams and/or adaptive training is conducted; INVENTORY & PRICING • Orders, expedites and manages purchasing and delivery of low vision devices, glasses, and contact lenses for dispensing to patients (including satellite and loaner programs); generally orders devices for private patients within two business days of exam and orders devices for publicly-funded patients in accordance with defined authorization practices; • Develops and maintains a current price list for low vision devices, spectacle lenses and contact lenses; • Manages inventory of clinic equipment & supplies; • Maintains inventory records according to established procedures; PATIENT BILLING • Establishes and manages policies for collection of co-pays, deductibles and non-covered services, such as refraction fees, at point of service; • Maintains current fee schedule and co-payment amounts for Medicare and other third party payors; • Oversees payment collections for services and materials from patients, including credit card payments, and turns over these payments to accounting department the same day they are received; • Places correct billing information in patient files before examination by providers; provides patient billing information and appointment schedules to the accounting department on a daily basis to ensure timely billing; • Collaborates with designated accounting staff in a coordinated effort to submit and resolve billing issues as quickly as possible; • Other duties as assigned by supervisor.
REQUIREMENTS
SPECIFICATIONS: • Bachelor's degree in rehabilitation or business preferred; • Excellent organizational and communication skills required; • Five years’ management experience in rehabilitation setting, optometric/ ophthalmologic practice or medical office required; • Computer proficiency in Microsoft Office, scheduling software or similar products; • Commitment to our mission of providing opportunities for people who are blind or visually impaired is essential. The Chicago Lighthouse for People Who Are Blind or Visually Impaired is an Equal Opportunity Employer in full compliance with local, state, and federal Civil Rights & Affirmative Action laws. The Chicago Lighthouse maintains a strong policy of accommodation and a consistent practice of employing qualified individuals with disabilities.