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Office Manager

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Position Details

Position Information

Recruitment/Posting Title Office Manager
Job Category Staff & Executive - Allied Health - Health Information Administration
Department RSDM-Doc-Dental & Oral Health

New Jersey’s academic health center, Rutgers Biomedical and Health Sciences (RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University–New Brunswick and collaborating university-wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.

Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.

Our clinical and academic facilities are located throughout the state—at Rutgers University–New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.

Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.

Posting Summary

Rutgers School of Dental Medicine, Faculty Practice, is seeking an Office Manager. Under general supervision, carries out a variety of front desk services related to cash collection. Serves as primary staff liaison with all patients, receptionist, maintain appointment book, request charts, post payments, enters and updates patient demographic, and insurance information. Provides financial planning and service to patient and physicians to facilitate the scheduling and performance of clinical procedures; provides support paperwork and documentation to patients and physicians; maintains awareness of various HMO’s, Commercial PPO’s, Medicare, Medicaid HMO’s, Workers Comp/No fault insurance carriers restrictions to assure all necessary criteria are met prior to surgery.

  • Serves as a liaison for the doctors by providing insurance guidelines, authorizations and support for patients requiring treatment.
  • Registers patients presenting for treatment at the Rutgers Health University Dental Associates.
  • Review surgical procedures with the doctor, to make CDT, CPT and ICD coding recommendations.
  • Coordinates and assists in scheduling the operating room for dental procedures performed at affiliated hospitals.
  • Verifies patient eligibility and benefits, and obtains pre-authorization, if required; tracks status of pending pre-certifications and pre-authorizations, keeping the providers informed of status.
  • Maintains and updates notes on the Authorization Status Report for all team members to access information, as needed.
  • Effectively communicates with patient registration desk, utilization management, nurses and medical director to give all pertinent clinical documentation as required to secure the surgical authorization.
  • Informs prospective patients of insurance coverage and their financial responsibility.
  • Creates medical record numbers (MRN), registering and maintaining all patient demographic, authorizations and special directions in the Robert Wood University Hospital system.
  • Collaborates with specialist to endure that multiple procedures are effectively coordinated and authorized.
  • Tracks surgical cases and manages the changes in surgery date by notifying the insurance company and all appropriate individuals.
  • Monitors credit balances for resolution by refunds/adjustments to insurance or patient payments.
  • Assists in credentialing providers.
  • Manages the appeal process when an authorization is denied by collaborating with the doctor, writing appeal or schedule a peer to peer review.
Position Status Full Time
Hours Per Week 40 hours
Daily Work Shift
FLSA Nonexempt
Grade 19C
Position Salary
Annual Minimum Salary 20.310
Annual Mid Range Salary 24.790
Annual Maximum Salary 29.240
Standard Hours 40.00
Union Description CWA, Local 1031
Payroll Designation PeopleSoft

Information about the benefits provided to Rutgers employees can be found at:

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience
  • Bachelor’s Degree in Finance, Accounting or a related field, plus at least one year related experience.
  • Equivalent education, experience and/or training may be substituted for the degree requirements.
Required Knowledge, Skills, and Abilities
  • Experience identifying and using ICD-10 and CPT codes required.
Preferred Qualifications
  • Two (2) or more years of experience performing a full range of administrative support services that includes medical terminology preferred.
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number 17ST2104
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
Location Details New Brunswick, NJ

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address:

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application