Office and Intake Manager at Adobe Care And Wellness LLC

Livingston, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Jan, 26

Salary

0.0

Posted On

06 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Leadership, Team Oversight, Onboarding, Credentialing, Operational Coordination, Administrative Management, Billing, Revenue Support, Quality, Reporting, Process Improvement, Communication, Organizational Skills, Time Management, Decision-Making, Interpersonal Skills

Industry

Hospitals and Health Care

Description

ABOUT ADOBE Adobe Population Health (APH) is a women-owned health solutions company founded in 2018 committed to positively impacting the lives we touch. The company has a culture of inclusivity and human kindness, based in Phoenix, AZ, with satellite locations in multiple states. APH has been recognized the last two years as one of “America's Fastest-Growing Private Companies” by Inc. 5000 and has earned a "Best Places to Work" award from the Phoenix Business Journal four years in a row. As one of the country's few fully integrated healthcare providers, APH offers a range of services which include case management, in-home/in-clinic wellness assessments, preventative care, transitional care, and social work services. APH offers customized services for Medicaid, Medicare, and the ACA/Marketplace lines of business.  POSITION PURPOSE The Office and Intake Manager is a critical leadership role responsible for overseeing the smooth, efficient, and compliant operation of the organization’s administrative and intake functions. This position serves as the central hub for internal communication, interdepartmental coordination, and the facilitation of seamless member onboarding processes within a Population Health and Respiratory Care environment that specializes in Population Outcome Management, Complex Respiratory Management, Enhanced Respiratory Care, Quality Enhancement Initiatives, and Remote Monitoring. The role combines people leadership, process optimization, and cross-departmental collaboration to ensure that operational workflows—from referral intake to billing—are executed with precision and in alignment with organizational quality standards. The Office and Intake Manager will lead the Intake Team, oversee the Referral and Reporting Coordinator, manage clinician onboarding and credentialing, maintain administrative systems, and partner closely with Billing, HR, and Program Operations to ensure operational readiness and success. This position requires exceptional organizational skills, attention to detail, and the ability to balance multiple priorities while maintaining high levels of service for both internal staff and external stakeholders. DUTIES & RESPONSIBILITIES Leadership & Team Oversight * Directly supervise the Intake Team, ensuringtimelyandaccurateonboarding of new Population Health members. * Manage the Referral and Reporting Coordinator,establishingclear performance metrics and monitoring progress toward goals. * Provide ongoing training, coaching, and mentorship to administrative and intake staff to promote professional growth and high-quality performance. * Conduct regular team meetings to review workflows, address challenges, andidentifyprocess improvements. Onboarding & Credentialing * Oversee clinician onboarding, ensuring all new hires meet compliance requirements before engaging with members or facilities. * Manage background checks, drug screenings, and reference verifications for new hiresin accordance withstate and federal regulations. * Complete full clinician credentialing, includingmaintainingup-to-date records for licenses, certifications, and payer enrollments. * Coordinate account setup for e-fax, Availity, UHC portals, and other required systems to ensure workflow readiness from day one. Operational Coordination & Administrative Management * Act as the primary point of contact for home office operations, addressing inquiries and providing guidance to staff across all departments. * Partner with HR, Billing, and Program Operations to ensure smooth cross-functional workflows. * Develop andmaintainstandard operating procedures (SOPs) for administrative and intake functions. * Monitor andmaintaincompliance with HIPAA and all patient confidentiality regulations. Billing & Revenue Support * Collaborate with the Billing Department tosubmitclaims, discharge members, and update rental statuses toensure billingaccuracy. * Track and reconcile monthly revenue reports for all APH programs,identifyingtrends, discrepancies, or opportunities for improvement. * Provide reporting support for leadership, ensuring financial transparency and data integrity. Quality, Reporting, & Process Improvement * Ensure intake workflows align with quality enhancement initiatives and organizational performance goals. * Generate and distribute operational reports, including intake metrics, member onboarding timelines, and referral conversion rates. * Continuously assess and refine processes to improve efficiency, accuracy, and staff productivity. * Support leadership in preparing reports for regulatory audits and performance reviews. SKILLS & QUALIFICATIONS * Five (5+) years of experience in respiratory care or healthcare environments. * Three (3+) years in a leadership or program management role. * Proven track record in utilization management, quality improvement, and clinical operations oversight. * Exceptional communication, relationship management, and conflict resolution skills. * Strong organizational, time management, and decision-making abilities with a capacity to manage multiple concurrent priorities. * Exceptional communication, interpersonal, and relationship-building skills, with the ability to collaborate across clinical and administrative teams. * Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and capable of working with electronic health records (EHR) and remote monitoring technologies. * Strong organizational skills with the ability to meet deadlines, prioritize tasks, and adapt to changing demands. * Knowledge of regulatory frameworks and HIPAA-compliant data handling practices. EDUCATION, LICENSES, & CERTIFICATION * High school diploma or GED required. * Associate’s degree in healthcare administration, business administration, or related field strongly preferred. * Bachelor’s degree in healthcare administration,business administration, or related field preferred. * A combination of equivalent education and professional experience may be considered in lieu of formal education requirements. * Credentialing or healthcare administration certification is a plus. BENEFITS & TOTAL REWARDS * Paid Orientation and Training * Insurance – Medical, Dental, Vision, and Life * 401k Plan – 3% match * Employee Assistance Program * Tuition Reimbursement * Continued Education Support * Mileage Reimbursement (if applicable) * Referral Bonuses * Paid Holidays (9days) * Paid Time Off (20 days) * Paid Volunteer Hours  CHARACTER & COMPETENCIES * Courage– To have the courage to the right thing at the right time. * Ownership– To take ownership of every issue you touch. * Respect– To respect yourself, co-workers, and for those whom you care. * Excellence– To be excellent in all that you do. * Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce. * Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values. * Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. * Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. * Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. * Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. * Problem-Solving -Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics. * Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. * Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. PHYSICAL DEMANDS & WORK ENVIRONMENT * Occasionally required to stand. * Occasionally required to walk. * Continually required to sit. * Occasionally required to climb, balance, bend, stoop, kneel,or crawl. * Continually required to talk or hear. * While performing the duties of this job, the noise level in the work environment is usually moderate. * May occasionally lift and/or move more than 30 pounds. * Must be able to physically perform the essential duties of the position which include lifting 30 lbs., transporting materials, stooping,kneeling, crouching, reaching, use of hands, balancing, walking, standing, talking, hearing, and typing. EQUAL EMPLOYMENT OPPORTUNITY APH is an Equal Opportunity Employer where 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.

Responsibilities

The Office and Intake Manager oversees the administrative and intake functions of the organization, ensuring efficient operations and compliance. This role involves leading the Intake Team and collaborating with various departments to optimize workflows and enhance member onboarding processes.