Office Manager

Job Description: Office Manager

Company: Al-Shifa Home Health Care Agency

Location: Anaheim, California (On-site)

Position Type: Full-Time

Reports to: Administrator / Director of Operations

About Us

AL-Shifa Home Health Care Agency is a trusted, community-oriented provider of compassionate in-home care services throughout Southern California. We are dedicated to enhancing the quality of life for our clients and supporting their families with reliable medical and non-medical care. We foster a collaborative, respectful, and professional environment where every team member plays a vital role in our mission.

Position Overview

We are seeking a highly organized, proactive, and empathetic Office Manager to serve as the operational backbone of our agency. This pivotal role ensures the smooth and efficient daily functioning of our office, overseeing administrative processes, supporting clinical staff, and serving as a point of contact for clients and caregivers. The ideal candidate is a detail-oriented problem-solver with a heart for service and experience in healthcare administration.

Key Responsibilities

Administrative & Operational Leadership:

• Manage all front-office operations, including phone systems, mail, filing, and office supplies.
• Develop, implement, and optimize office policies and procedures to improve efficiency and compliance.
• Serve as the first point of contact for visitors, clients, and external partners, providing exceptional service.
• Ensure the office environment is professional, well-maintained, and fully operational.

Human Resources & Staff Coordination Support:

• Assist with onboarding new hires, including coordinating orientation and managing new hire paperwork.
• Maintain accurate and confidential employee records for field staff (caregivers, nurses, etc.).
• Support scheduling coordination between the client services team and field staff.
• Act as a liaison between office administration and field staff, facilitating clear communication.

Client & Patient Services Support:

• Handle initial client inquiries with sensitivity and professionalism, routing them to the appropriate department.
• Assist with the intake process, including gathering preliminary client information and documentation.
• Help maintain compliant and organized client charts and electronic health records (EHR).
• Act as a supportive point of contact for clients and families, addressing non-clinical concerns.

Financial & Compliance Administration:

• Process accounts payable and receivable, invoice clients, and assist with payroll preparation.
• Monitor and order office and medical supplies within budget.
• Help ensure office operations adhere to state (California Department of Public Health) and federal healthcare regulations, including HIPAA.
• Prepare reports and manage data entry for various operational metrics.

Qualifications & Skills

Required:

• Minimum of 3+ years of office management or senior administrative experience, preferably in a healthcare setting (home health, hospice, medical clinic).
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with office management software.
• In-depth understanding of HIPAA regulations and a commitment to maintaining strict confidentiality.
• Excellent written and verbal communication skills.
• Outstanding organizational, multitasking, and time-management abilities.
• Compassionate demeanor and a customer-service-oriented approach.
• High school diploma or equivalent; associate or bachelor's degree in business administration or a related field preferred.

Preferred:

• Experience with home health care software (e.g., Homecare Homebase, Axxess, Kinnser).
• Knowledge of California home health care regulations and licensing.
• Bilingual skills in English and Spanish or Vietnamese (reflective of the Anaheim community).