Office Manager

CareQuest EMS LLC
Newnan, GA

Job Description

Job Description

Description:

Administrative & Office Operations
  • Manage daily office workflow, phone systems, emails, and front-office coordination
  • Maintain organized records for patients, employees, vehicles, and vendors
  • Oversee office supplies, equipment, and facility needs
  • Ensure professional communication with hospitals, dialysis centers, case managers, and families
HR & Personnel Support
  • Assist with onboarding, credential tracking, and personnel files
  • Track licenses, certifications (EMT, AEMT, Paramedic), CPR, EVOC/CEVO, and compliance deadlines
  • Coordinate background checks, MVRs, drug screens, and annual reviews
  • Support scheduling, attendance tracking, PTO requests, and payroll documentation
Compliance & Regulatory Support
  • Maintain compliance with state EMS regulations, CMS requirements, and company policies
  • Track and organize incident reports, accident reports, fatigue forms, and QA documentation
  • Assist with audits, inspections, and documentation requests
  • Ensure HIPAA compliance in all administrative processes
Billing & Financial Coordination
  • Serve as liaison between operations and billing company
  • Verify trip documentation completeness (PCS forms, trip sheets, signatures)
  • Assist with insurance verification, prior authorization tracking, and denial follow-up
  • Track invoices, vendor payments, and basic financial reporting as assigned
Operations Support
  • Support dispatch and field operations with documentation, trip confirmations, and facility communication
  • Assist with fleet-related administrative tasks (registrations, inspections, insurance files)
  • Coordinate internal communications, memos, and policy updates
  • Help implement new workflows, SOPs, and process improvements
Leadership & Culture
  • Uphold company values and professionalism
  • Serve as a trusted point of contact for staff concerns and administrative needs
  • Support leadership initiatives related to growth, efficiency, and patient care excellence
Requirements:

Required Qualifications
  • High school diploma or GED (Associate’s or Bachelor’s degree preferred)
  • 2+ years of office management or administrative leadership experience
  • Experience in EMS, healthcare, medical transportation, or medical billing strongly preferred
  • Strong knowledge of HIPAA and healthcare documentation standards
  • Proficiency in Google Workspace or Microsoft Office (Docs, Sheets, Email)
  • Excellent organization, time management, and communication skills
Preferred Qualifications
  • Prior experience in ambulance or EMS operations
  • Familiarity with:

    • Trip sheets and PCS forms
    • Medicare/Medicaid ambulance requirements
    • Dialysis and inter-facility transport workflows
  • Experience working with scheduling software, ePCR systems, or billing platforms
  • Ability to manage sensitive personnel and patient information professionally
Key Competencies
  • Attention to detail and accuracy
  • Strong problem-solving and follow-through
  • Ability to prioritize in a fast-paced EMS environment
  • Professional communication with staff, facilities, and leadership
  • Discretion, integrity, and reliability
Physical & Work Requirements
  • Primarily office-based with occasional interaction with field staff and fleet
  • Ability to sit, stand, and use computers for extended periods
  • Occasional after-hours availability for urgent administrative needs
Why This Role Matters

The EMS Office Manager plays a critical role in ensuring:

  • Crews are supported and compliant
  • Patients and facilities receive professional, timely communication
  • Operations run efficiently behind the scenes
  • Leadership has accurate, organized information to make decisions
Posted 2026-03-20

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