Health and Wellness Office Manager

Summary: The Office Manager will support the Health and Wellness Departments daily administrative and operational functions. Serving as the primary point of contact for students families faculty and staff this role will ensure efficient coordination of medical records student insurance plans billing and invoicing appointment scheduling and regulatory compliance. The Office Manager will work closely with the Director of Nursing Medical Director and school administrative offices to maintain accurate documentation support student health registration processes manage vendor relationships and facilitate effective communication within the Lawrenceville community. This position will require strong organizational skills discretion attention to detail and the ability to manage multiple priorities in a confidential medical environment.

Essential Duties & Responsibilities:

• Serve as the professional face of the Health Center. Greet all incoming parents and students answer telephones and take messages professionally and serve as a delegate for Health Center communication within the Lawrenceville community. Provide general support to students staff faculty parents and co-workers.
• Coordinate and audit medical records. Scan records as received to ensure complete and accurate medical records. Organize and archive medical records. Provide archived records as requested.
• Coordinate and communicate with parents to ensure Registration documentation is complete. Provide parents with IT support and portal assistance as requested.
• Communicate with Medicat as needed to develop troubleshoot and reset registration forms and parent portals. Work closely with the Director of Nursing on Medicat design and programming.
• Coordinate the Student Insurance Plans. Scan copies into all charts distribute cards to students and answer any questions parents may have regarding plan options coverage and payments. Submit and process insurance claims.
• Complete referrals for specialists and ensure appointments are scheduled in a timely manner. Complete any pre-authorizations that may accompany the appointment.
• Audit organize and maintain Invoices. Work closely with Finance to ensure Invoices are paid to the appropriate accounts and on time. Work closely with Finance and Medicat to ensure accurate student billing and reporting.
• Work with Financial Aid office and Finance to make adjustments for financial aid students as needed. Maintain confidentiality with financial aid documentation.
• Order supplies and maintain inventory. Communicate with parents and schedule rides.
• Provide general administrative support to Medical Director Nurse Practitioner/ Physician Assistant Nurses X-Ray technician and counselors.
• Maintain a schedule of student appointments and ensure a driver is available.
• Order and maintain all office supplies and machinery within budget. Schedule maintenance as needed for Health Center facilities and office equipment.
• Interface with IT to plan data integration with student information database and Medicat.
• Manage the summer medical registration process and program and coordinate facility projects at the Health Center. (Requires extensive summer hours).
• Schedule and coordinate the use of conference rooms for meetings and testing.
• Manage contracts with office vendors and service providers.
• Maintain confidentiality per HIPAA guidelines
• Perform other duties as assigned

• Associate Degree or a combination of experience and education
• 2 to 3 years of experience in a medical office
• Experience with Student Medical Databases; Medicat experience preferred.
• Experience with Student Information systems.
• Highly organized and able to multitask.
• Ability to self-direct in tasks listed above.
• Must be able to communicate well with faculty students and parents.
• Ability to work inter-departmentally and with a budget.
• Proficient in Microsoft Office and Google products

Work Characteristics and Physical Demands:

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment Characteristics and Physical Demands

• Physical demands are in excess of those for sedentary work. Must be able to remain on their feet or sit for extended periods of time.
• Required to climb stairs as well as stoop kneel crouch and lift up to 25lb without assistance.
• Routinely uses standard office equipment such as computers phones photocopiers filing cabinets fax machines etc.
• Must be capable of using visual display terminal with continuous wrist movement on a keyboard.
• Required to talk hear walk use hands to finger handle or feel and reach with hands and arms.
• Required to work some evenings weekends and holidays in conjunction with School calendar and events.
• Ability to see with normal parameters.
• Operates in a professional work environment.
• Able to work in a semi-open professional environment with other employees.

The Lawrenceville School is a diverse and inclusive community and makes all employment decisions without regard for an individuals race creed color religion national origin nationality sex pregnancy affectional or sexual orientation gender identity or expression age veteran status physical or mental disability (including AIDS and HIV related illness) genetic information refusal to provide genetic information refusal to submit to genetic testing ancestry familial status marital status domestic partnership status civil union status atypical cellular or blood trait military service application for military service or any other characteristic protected by applicable law. The Lawrenceville School will also provide reasonable accommodations for qualified individuals in accordance with applicable law.

The Lawrenceville School conducts pre-employment screening for all positions which includes a criminal background check verification of work history academic credentials licenses and certifications. Employment is contingent upon successful completion of the background check.

Eligible employees receive a competitive benefit package that includes health insurance coverage paid leave and retirement plan options and many other valuable programs.