Company Overview: WellView Care specializes in the testing, treatment, and management of HIV, Hepatitis C, and Sexually Transmitted Diseases. Our mission is to be the premier community health clinic in our region and our vision is for a country where sexually transmitted infections are prevented and where every person has high quality STD prevention, care, and treatment while living free from stigma and discrimination. WellView Care offers an array of services that includes healthcare and pharmacy services, case management, and substance abuse management.

Job Summary: Our team is looking for a dedicated Assistant Office Manager to support the engagement of the individuals in our community and provide high quality health services. The role of an Assistant Manager is vital to meet our mission to provide compassionate and informative care to our clients. The Assistant Office Manager will lead and support office staff with problem solving skills and self-initiative as well as provide compassion and professionalism to staff, community team members and patients.

Title: Assistant Office Manager

Reporting to: Company President

Essential Duties & Responsibilities:

Operations

Supports the Office Manager for the day-to-day management of staffing support such as waiting room flow, outreach driver routing strategies, HIV Counseling and lab fulfillment

Executes patient prescription management by ensuring patient insurance eligibility, prescription fulfillment, prescription logistics if need to guaranteeing patient prescription fulfillment.

Supports in overseeing the waiting room flow, supporting ARNP for patients’ assistance and prior authorization with insurance providers

Assist in troubleshooting pharmacy and insurance billing issues and ensuring that adequate systems checks are reviewed to prevent billing issues

Aids in patient support in obtaining co payment card and patient assistance program

Participates in staff meetings to communicate changes and address issues that need to be discussed

Point of Contact for customer concerns/complaints as they arise, actively participate in continuous quality improvement of services rendered to WVC clients

Monitors all outpatient points of service to continually check for new areas that may qualify for the 340B program

Practices safety, environmental and/or infection control methods

340B Contract Management

Manages relationships, billing services, and compliance status with contracted 340B pharmacies.

Evaluates all current and future contract pharmacy opportunities, including contract language, fee structure, data setup, and internal and independent external auditing.

Training and Continued Education

Supports staff in 500 & 501 HIV Counsel and Linkage Training

Aids in training materials for all staff who work with the 340B program

Regularly communicates with all staff involved with the 340B program to ensure that processes remain efficient and to address any problems or suggestions for improvement

Collaborates with HR in interviews, selection, orientation, new hire/cross training of new employees and input on staff performance including providing feedback for performance evaluations

Continues professional training and education to advance knowledge and skills of HIV/AIDS and related disciplines

Compliance

Aids and enforces implementation of policies and procedures and ensures uniform compliance for the facility by:

Collaborating with HR Personnel in developing and executing and modifying policies and procedures according to all applicable guidelines such as HIPPA, OSHA, NIH, and CDC

Participates in projects, councils and special initiatives related to 340B, compliance, auditing, vendor selection and medication management

Continually monitors and executes compliance to 340B federal regulations, staying up to date on all rule changes, including HRSA/OPA and Medicaid. Shares all learnings and hot topics with company president, management and staff

Informs management of trends and issues by attending 340B trainings, monitoring industry publications and websites, professional media, literature, and peers to ensure that the institution has the latest information regarding interpretations, rulings, suggestions, and advanced ideas for improving participation

Partners with staff by collaborating with Pharmacy Leadership, and other 340B institutions to determines the best use of 340B program

Auditing

Assisting OM the oversight and coordination of required 340B and alternative audits, both internally and externally

Collaborates with OM in the purchasing and utilization of audits or compliance assessments internally, as needed to ensure compliance with all applicable regulations.

Routinely reviews data and related reports from all points of service at which 340B participation occurs to ensure that policies and procedures are followed, entity eligibility requirements are met, and all patients meet patient definition requirements

Works with medical auditors on third-party payer audits to ensure coordination of efforts and maximum collection and coordinates external compliance assessments with outside firms, where appropriate, to validate internal processes

Ensures appropriate documentation and audit trail across areas of responsibility

Program Enhancement/Optimization

Fosters networking relationships with community members and supporting resources such as the FDOH,

Maintains appropriate use of the program working directly with manufacturers and wholesalers

Assesses opportunities for cost savings, business, and system improvements

Communicates key metrics and improvement actions to management.

Provides input and implements business plans in coordination with the organization’s pharmacy leadership for organizational facilities to help use 340B savings to expand and improve care provided to underserved and vulnerable populations; assists facilities to prioritize and implement outpatient program development and contract pharmacy agreements related to 340B; and assists the organization’s leadership with program development and optimization.

Reporting and Financial Analysis

Maintains reports on 340B participation that clearly document utilization, savings, problem areas, exceptions, and/or discrepancies to pharmacy and administrative leadership.

Analyze monthly lab billing and patient insurance updates

Supports in completing pharmacy HIPPA and log support

Routinely communicates any questions, issues, or discrepancies with Upper Management

Reports monthly on saving opportunities and utilizes resources and supplies in a cost-effective manner

Maintains, and presents reports to managers and directors on budget variances

Maintains drug spend analysis for forecasting and budgeting