Montclair State University

Clinic Office Manager

3 months ago
# of Openings
College of Humanities and Social Sciences


The Clinic Office Manager is a Program Assistant position. The role of the person in this position is to assist the Clinical Directors for the Audiology program and the Speech-Language Pathology program in the day-to-day operation of the MSU Center for Audiology and Speech-Language Pathology. This includes greeting the patients/clients coming to the clinic, serving as the public face of the clinic, assisting in preparation of client/patient paperwork, scheduling patients, maintaining files, billing for clinical services, purchasing supplies, etc. This individual will also prepare letters to be sent to clients, update both electronic (web) and printed clinic information, and other duties as assigned by the Chair of the Department of Communication Sciences & Disorders.


The Clinic Office Manager is responsible for greeting the public who come to the MSU Center for Audiology & Speech-Language Pathology. This individual needs to maintain a professional appearance and demeanor at all times. The office manager is also responsible for handling all phone inquiries concerning speech-language pathology and audiology clinics, as well as the distribution of applications for clinic services and scheduling. The clinic is a unique and fast-paced center that provides diagnosis and treatment for individuals of all ages. It is sometimes a stressful environment where family members are encountering hearing, speech and language diagnoses for the first time; the person these individuals encounter must be compassionate yet professional in response to their needs. This individual should also have a keen sense for confidentiality and be able to respond to the needs of the student clinicians, faculty and staff in a respectful and consistent manner. This position requires an individual with excellent interpersonal skills, organizational skills and computer knowledge.


Specific responsibilities:
1. Schedule clinic clients for various types of appointments and send out confirmation letters

  • Speech-language therapy
  • Diagnostic evaluations for speech & language
  • Group therapy
  • Complete audiological evaluations
  • Hearing aid evaluation, checks, fittings, etc
  • Balance disorder evaluations (VNG)
  • Auditory processing evaluations (APD)
  • Electrophysiological evaluations (ABR)

2. Enter all appointments into clinic calendar on Blueprint and enter client data into Blueprint
3. Create new client file folders
4. Reconfirm all audiology appointments 1-2 days in advance via phone or e-mail
5. Greet clients and have them fill out necessary forms
6. Ensure Medicare patients have proper documentation and assist with the Medicare audit and Medicare claim database
7. Take payments for services and give receipts
8. Settle credit card payments daily and submit financial forms to the university cashier
9. Maintain clinic file room inventory and order materials as needed with clinic directors’ approval
10. Receive and log in hearing aids and other materials that have been ordered and distribute appropriately
11. Work closely with other clinic staff assistants
12. Renew the BOT waiver for purchasing hearing aids as necessary (approx. every 3 years)
13. Maintain clinic records in accordance with HIPAA standards
14. Obtain training in PeopleSoft in order to obtain requisitions to purchase clinical devices and aids as well as supplies for the Center
15. Perform other duties as assigned.


The above statements reflect the general details considered necessary to describe the principle functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.



Bachelor’s degree or Associates degree with at least two years of experience in a comparable position.

Office manager experience including organizational skills, good interpersonal skills, computer skills (including facility with word processing, spreadsheets, databases, etc.) and ability to multitask to insure that the clinic operation runs smoothly and clients/patients are satisfied with the services they receive. Ability to compose letters to be sent to clients and others concerning clinic matters. Ability to work closely with the clinic directors and with the other staff in the clinic office.


Management retains the right to add or change job duties at any time.


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