Summary
Overview
Work History
Education
Skills
Affiliations
Languages
References
Timeline
Generic
Heather O'Sullivan

Heather O'Sullivan

Boca Raton,FL

Summary

Dedicated Medical Office Manager interested in position that allows me to use my interpersonal and strong organizational skills to benefit the treatment and care of the patients and growth of the Medical Practice. Experienced Office Manager and administration professional with 15 + years of experience in overseeing wide variety of essential functions in bustling business. Analytical in optimizing productivity, efficiency and service quality across various offices within diverse environments. Highly organized with strengths in prioritizing tasks and managing deadlines. Highly-motivated employee with desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills. Hardworking employee with customer service, multitasking and time management abilities. Devoted to giving every customer a positive and memorable experience. Committed job seeker with a history of meeting company needs with consistent and organized practices. Skilled in working under pressure and adapting to new situations and challenges to best enhance the organizational brand.

Overview

25
25
years of professional experience

Work History

Billing Specialist

Dr. Richard Klein
Boca Raton, FL
04.2023 - Current
  • Reviewed medical records to ensure accuracy of billing information and patient data.
  • Prepared itemized statements, bills, or invoices and recorded amounts due for items purchased or services rendered.
  • Verified insurance coverage and identified third-party payers for billing purposes.
  • Monitored accounts receivable activity to ensure timely payment of invoices.
  • Calculated billing charges, prepared and submitted claims to insurance companies.
  • Resolved discrepancies between customers' remittances and invoices received.
  • Answered customer inquiries regarding billings, payments, account status.
  • Investigated incorrect billings and processed refunds as necessary.
  • Maintained accurate records of collections, adjustments and denials in the system.
  • Reconciled daily cash receipts with total deposits on bank statement.
  • Processed credit card transactions through Point-of-Sale terminals or online systems.
  • Generated periodic reports summarizing account balances and collection activities.
  • Worked closely with patients to discuss payment arrangements when needed.
  • Assisted in developing strategies for improving collections processes.
  • Performed data entry into accounting software programs such as QuickBooks.
  • Provided support to other departments within the organization as needed.
  • Analyzed financial data to identify trends in revenue cycles.
  • Developed financial reports detailing accounts receivable aging status.
  • Tracked changes in legislation that could affect billing procedures.
  • Implemented new policies related to billing processes when required.
  • Submitted claims to insurance companies and researched and resolved denials and explanations of benefit rejections.
  • Answered customer invoice questions and resolved issues discovered during invoicing and collection process.
  • Investigated and resolved issues to maintain billing accuracy.
  • Contacted insurance providers to verify insurance information and obtain billing authorization.
  • Worked with team members and leadership to identify and develop process improvements.
  • Processed and sent invoices, adjustments and credit memos to customers.
  • Managed numerous client accounts to track and collect money owed.
  • Input payment history and other financial data to keep customer accounts up-to-date in system.
  • Researched and resolved billing inconsistencies and errors through individual and collaborative analysis.
  • Managed account receivables to maintain payments within net terms.
  • Recorded amounts due for items purchased or services rendered by preparing statements, bills or invoices.
  • Completed billing audits in identified timeframes to report and investigate findings.
  • Performed data import, scanning or manual keying processes to verify invoice accuracy.
  • Reviewed vendor documentation to comply with payment guidelines.
  • Leveraged integrated billing software to submit accurate claims.
  • Submitted claims to insurance companies.
  • Answered customer questions to maintain high satisfaction levels.
  • Monitored past due accounts and pursued collections on outstanding invoices.
  • Investigated past due invoices and delinquent accounts to generate revenues and reduce number of unpaid and outstanding accounts.
  • Collected, posted and managed patient account payments.
  • Entered procedure codes, diagnosis codes and patient information into billing software to facilitate invoicing and account management.
  • Performed insurance verification, pre-certification and pre-authorization.
  • Checked claims coding for accuracy with ICD-10 standards.
  • Accurately input procedure codes, diagnosis codes and patient information into billing software to generate up-to-date invoices.
  • Developed strong professional rapport with vendors and clients.
  • Participated in workshops, seminars and training classes to gain stronger education in industry updates and federal regulations.
  • Reviewed engine assigned codes and modifiers to update and verify accuracy.
  • Enforced compliance with organizational policies and federal requirements regarding confidentiality.
  • Reviewed legal claims for accuracy and issues.
  • Reconciled financial accounts using RAPID software.

Assistant Store Manager

Family Dollar
Boca Raton, FL
04.2021 - 04.2023
  • Supervised a team of employees and provided ongoing training to ensure high levels of customer satisfaction.
  • Maintained accurate records of all transactions, stock levels and employee performance metrics.
  • Resolved customer complaints in a timely manner and addressed any issues that may arise during store hours.
  • Ensured compliance with all safety regulations throughout the store premises.
  • Oversaw daily cash handling procedures, reconciling discrepancies as necessary.
  • Prepared detailed reports summarizing sales activity, customer feedback, and other relevant information.
  • Answered customer questions and addressed problems and complaints in person and via phone.
  • Handled complaints from customers by empathetically listening, recording details and offering solutions.
  • Completed frequent walk-throughs and directed team members to correct issues impacting store appearance or professionalism.
  • Supervised cashiers in processing credit, debit and cash payments to streamline sales.
  • Delegated assignments based on team strengths to optimize floor coverage and service levels.
  • Oversaw aspects of maintenance, inventory and daily activity management.
  • Completed thorough opening, closing and shift change functions to maintain operational standards each day.

Personal Caregiver

Self-Employed
Boca Raton, FL
08.2019 - 07.2022
  • 24 Hour care of all of my Mothers Needs During her battle with stage 4 Cancer.

Product Brand Development Coordinator

Perma-Nail
Deerfield Beach, FL
02.2016 - 01.2019
  • Created and maintained accurate records of departmental activities, including budgets, personnel documents and project timelines.
  • Developed strategies to improve operational procedures and reduce costs.
  • Coordinated with other departments to ensure projects were completed on time and within budget.
  • Assisted with the preparation of presentations for senior management meetings.
  • Provided technical support to staff members regarding software applications and hardware systems.
  • Researched new technologies to enhance productivity levels across all departments.
  • Drafted reports summarizing progress on various projects for upper-level management review.
  • Prepared detailed expense reports for all departmental activities.
  • Assisted with the development of marketing campaigns aimed at increasing sales volume.
  • Collaborated with vendors to arrange contracts for services or products needed by the organization.
  • Conducted interviews with potential candidates for open positions within the organization.
  • Managed day-to-day operations of the department including scheduling tasks and assigning duties.
  • Researched and prepared reports required by management or governmental agencies.
  • Analyzed financial activities of department to share budgetary input with managers.

Registered Chiropractic Assistant, Office Manager

Physical Evidence Chiropractic
Boca Raton, FL
01.2013 - 02.2017
  • Secretarial Services, Answering Phones, Patient Therapy, Patient Scheduling & Demographic Data Collection, Medical Records, Legal Document Preparation, Insurance Authorizations & Claim Filing, Court Depositions for Insurance Claims, Data Entry, Office Supply Ordering, Opening and Closing Office
  • Assisted with patient intake and paperwork, including medical history forms.
  • Performed administrative tasks such as scheduling appointments, answering phones and making reminder calls for upcoming visits.
  • Greeted patients in a friendly manner at the front desk and checked them in for their appointments.
  • Certified in LIGHTFORCE Laser therapy.
  • Implemented Cryogenics into the office
  • Maintained accurate records of patient care plans, insurance information and payment transactions.
  • Cleaned and sterilized treatment rooms between patient visits according to clinic standards.
  • Ordered supplies as needed to ensure adequate stock levels were maintained.
  • Organized office files, documents and other resources to maintain an efficient workspace environment.
  • Educated patients about self-care techniques including strhing exercises and lifestyle modification advice.
  • Reviewed charts prior to each visit to ensure accuracy of information entered into EMR system.
  • Prepared treatment areas with appropriate equipment based on individual needs of each patient.
  • Communicated effectively with referring physicians regarding progress of treatments.
  • Maintained current knowledge of HIPAA regulations related to confidentiality of patient health information.
  • Responded promptly to emails from patients inquiring about appointment times or services offered.
  • Provided support during physical therapy sessions by setting up equipment or assisting with mobilization activities.
  • Observed changes in patients' conditions throughout course of treatment plan; reported any concerns to chiropractor immediately.
  • Facilitated communication between chiropractor and medical staff regarding referrals or consultations for complex cases.
  • Participated in continuing education courses related to chiropractic care, anatomy and physiology or healthcare management topics.
  • Scheduled appointments for patients via phone and in person.
  • Prepared treatment rooms for patients by cleaning surfaces and restocking supplies.
  • Performed electric muscle stimulation, massage and mechanical traction therapies on patients under doctor supervision.
  • Educated patients about chiropractic care to help achieve health goals.
  • Acquainted patients with therapy procedures by explaining purpose and results of exercises.
  • Collected forms, copied insurance cards and coordinated patient information for billing and insurance processing.
  • Inputted patient data using Chirosuite and provided appropriate updates to records.
  • Communicated with insurance companies to facilitate proper billing procedures and collect payments.
  • Explained treatment procedures and physicians' instructions.
  • Oversaw patient registration, insurance verification, form completion and appointment scheduling to maintain operational efficiency.
  • Handled general office duties to support administrative staff during peak hours.
  • Completed and submitted clinical documentation in accordance with agency guidelines.
  • Assisted back office patient processes to reduce office wait times.
  • Supported administrative staff by processing payments.
  • Processed orders for medical supplies and lab equipment.
  • Developed and implemented office policies and procedures.
  • Coordinated meetings, conferences, travel arrangements and department activities.
  • Maintained filing system for records, correspondence and other documents.
  • Ordered supplies and equipment to maintain adequate inventory levels.
  • Created spreadsheets in Excel to track data such as vacation requests, sick days .
  • Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
  • Processed payroll accurately ensuring all employees were paid on time.
  • Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
  • Organized company events including holiday parties, team building activities .
  • Reviewed contracts for accuracy prior to signing off on behalf of the company.
  • Conducted research projects related to new product development or marketing initiatives.
  • Provided training to new hires on office policies and procedures.
  • Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
  • Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
  • Handled scheduling and managed timely and effective allocation of resources and calendars.
  • Reviewed files and records to obtain information and respond to requests.
  • Elevated customer satisfaction ratings by promptly resolving client and case issues.
  • Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
  • Sustained office efficiency by implementing and planning office systems, equipment procurement and layouts.
  • Remained calm and professional in stressful circumstances and effectively diffused tense situations.
  • Resolved customer inquiries and complaints requiring management-level escalation.
  • Proposed or approved modifications to project plans.
  • Reviewed completed work to verify consistency, quality and conformance.

Office Administrative Assistant

Pipeline Plumbing
Boca Raton, FL
09.2015 - 11.2017
  • Organized and maintained filing systems, both paper and electronic.
  • Created expense reports, tracked invoices, and processed payments.
  • Prepared documents such as correspondence, presentations, spreadsheets, reports and other materials using Microsoft Office applications.
  • Obtained scanned records and uploaded to database.
  • Scanned physical documents and uploaded to encrypted databases for digital maintenance.

Chiropractic Assistant

Back In Balance
Boca Raton, FL
01.2013 - 01.2013
  • Answering Phones, Patient Therapy, Patient Scheduling, Filing, Patient Records
  • Greeted patients, verified insurance and collected co-payments.
  • Maintained patient records and updated information in the electronic health record system.
  • Assisted with patient intake, including taking vitals such as height, weight and blood pressure.
  • Prepared treatment rooms for patient visits by ensuring that all necessary supplies were available.
  • Scheduled appointments for patients both in person and over the phone.
  • Performed administrative tasks such as filing medical documents, answering phones and responding to emails.
  • Assisted chiropractors with treatments including applying hot and cold packs, ultrasound therapy or electrical stimulation.
  • Organized office supplies and ordered new items when necessary.
  • Conducted follow up calls to ensure that patients are recovering well from treatments.
  • Monitored appointment schedules throughout the day to ensure proper flow of operations.
  • Completed paperwork related to billing procedures accurately according to established protocols.
  • Adhered strictly to HIPAA regulations while handling confidential patient information.
  • Provided assistance with other duties as assigned by chiropractor or office manager.
  • Checked out patients at end of visit, collecting any remaining balances due from them.
  • Accurately entered data into computer systems related to patient visits or treatments received.
  • Performed electric muscle stimulation, massage and mechanical traction therapies on patients under doctor supervision.
  • Prepared treatment rooms for patients by cleaning surfaces and restocking supplies.
  • Led patients to exam rooms, answered general questions and prepared patients for physician by explaining process.
  • Scheduled appointments for patients via phone and in person.
  • Educated patients about chiropractic care to help achieve health goals.
  • Collected forms, copied insurance cards and coordinated patient information for billing and insurance processing.
  • Acquainted patients with therapy procedures by explaining purpose and results of exercises.
  • Performed routine clinical tasks to support patients and doctors.
  • Inputted patient data using ECLIPSE and provided appropriate updates to records.

Chiropractic Assistant, Office Manager

Wenzel Center for Chiropractic & Alternative Medicine
Boca Raton, FL
01.2003 - 01.2012
  • Secretarial Services, Answering Phones, Patient Scheduling & Demographic Data Collection, Medical Records, Legal Document Preparation, Insurance Authorizations & Claim Filing, Court Depositions For Insurance Claims, Data Entry, Office Supply Ordering, Opening and Closing Office

Office Assistant

Berger Chiropractic & Wellness
Boca Raton, FL
01.2003 - 01.2003
  • Patient Scheduling and Billing, Secretarial Services, Medical Records, Patient Therapy, Answering Phones

Assistant Jewelry Manager/ Administrative Assistant

Service Merchandise
Boca Raton, FL
01.1999 - 01.2002
  • Daily Reports, Shipping & Receiving, Daily Inventory, Cash Office, Sales, Merchandise & Customer Repairs

Education

220 License -

Andy Beverly Insurance School
01.2013

Diploma -

Spanish River High School
01.1999

Skills

  • Microsoft Word
  • Excel
  • Outlook
  • Powerpoint
  • ChiroSuite
  • ChiroOffice
  • ChiroPad
  • Eclipse
  • Chiro Touch
  • Rapid
  • Claims Processing
  • Payment posting
  • Invoice Processing
  • Medical billing and collections
  • Accounts receivable expertise
  • Research and due diligence
  • Insurance Verification
  • Billing dispute resolution
  • Coding proficiency
  • HIPAA Compliance
  • Operations Management
  • Office Management
  • Contract Administration
  • Expense Reporting
  • Staff Management
  • Staff hiring
  • Bookkeeping
  • Customer Service
  • Administrative Support
  • Data Entry
  • Compliance Monitoring
  • Supply Management
  • Billing
  • Event Coordination
  • Travel Coordination
  • Customer Relations
  • Workflow Planning
  • Database Administration
  • Banking operations
  • Project Management
  • Administrative Oversight
  • Regulatory Compliance
  • Staff Training
  • Business Administration
  • Organizational Skills
  • Facility Management
  • Senior leadership support
  • Human Resources
  • Contract Negotiations
  • Technical Support
  • Strategic Planning
  • Financial Reporting
  • Performance Improvement
  • Scheduling Coordination
  • Payroll and budgeting
  • Document Management
  • Policy Implementation
  • Financial Accounting
  • Scheduling and calendar management
  • Office Administration
  • Credit and collections
  • Scheduling
  • Payroll Processing
  • Presentation Design
  • Data retrieval systems
  • Budget Administration
  • Clerical Support
  • Report Preparation
  • Information Protection
  • Financial Tracking
  • Report Writing
  • Account Reconciliation
  • Conflict Management
  • Mail handling
  • Relationship Building
  • Meeting planning
  • Proposal Writing

Affiliations

  • Cat Rescue
  • Cat colony caregiver
  • Scrapbooking
  • Art's and Crafts
  • Re-purposing items
  • Poshmark (re-sale of clothing and other items)

Languages

American Sign Language
Limited

References

References available upon request.

Timeline

Billing Specialist

Dr. Richard Klein
04.2023 - Current

Assistant Store Manager

Family Dollar
04.2021 - 04.2023

Personal Caregiver

Self-Employed
08.2019 - 07.2022

Product Brand Development Coordinator

Perma-Nail
02.2016 - 01.2019

Office Administrative Assistant

Pipeline Plumbing
09.2015 - 11.2017

Registered Chiropractic Assistant, Office Manager

Physical Evidence Chiropractic
01.2013 - 02.2017

Chiropractic Assistant

Back In Balance
01.2013 - 01.2013

Chiropractic Assistant, Office Manager

Wenzel Center for Chiropractic & Alternative Medicine
01.2003 - 01.2012

Office Assistant

Berger Chiropractic & Wellness
01.2003 - 01.2003

Assistant Jewelry Manager/ Administrative Assistant

Service Merchandise
01.1999 - 01.2002

220 License -

Andy Beverly Insurance School

Diploma -

Spanish River High School

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Heather O'Sullivan