Office Manager

Job Title: Office Manager

Reports To: Physician/Business Manager/NFS

Job Status: Full Time

POSITION SUMMARY:

The Office Manager exercises general supervision over Clerical and Clinical office processes and staffing. Plans, organizes and directs all aspects of the day-to-day operation and processes in the practice. Including maximizing provider schedules with appropriate patients for their scope of practice, adjusting and creating provider schedules to accommodate practice, patient and provider needs.

The Medical office manager provides compassionate, solution-focused, planning, prioritizing and goal-setting abilities to achieve the best patient and practice outcome, accompanied by practical experience in providing patient-driven care and services. Professional and articulate, skilled in interacting with Physicians, nurses, and other healthcare professionals. Skilled in performing clerical and administrative activities including but not limited to compliance, claim/account reviews in coordination with the CBO.

JOB SKILL, KNOWLEDGE AND ABILITIES:

• Oversees all aspects of day-to-day operations of the medical clinic to ensure compliance with regulatory requirements and departmental policies/procedures in coordination with the Physician and mid-level providers.
• Provides human resources duties by performing annual evaluations, development and enforcement of policies and procedures for staff in addition to providing training for office staff as needed.
• Conducts interviews and onboarding process of new hires of office staff and providers.
• Select, train, supervise, and monitor quality and production levels of staff.
• Develop staff schedules, review timecards, and approve time off for office staff.
• Assure clinics are open and appropriately staffed during regularly scheduled hours and that all facilities and equipment are available, operational, safe, and clean.
• Prepare and organize staff meetings as needed, ensure Fire safety checks and Code Blue education is completed yearly.
• Oversees the equipment management process to ensure that all clinical and non-clinical equipment is properly maintained and repaired as needed; ensures that all equipment-related activities are properly documented.
• Communicates effectively to the patient at his/her level of understanding.
• Always maintain patient confidentiality; adhere to HIPAA guidelines.
• Identify community marketing opportunities and engage staff in various marketing opportunities.
• Ensure smooth patient flow throughout the office by assisting in other areas when needed or as requested.

PRINCIPAL ACCOUNTABILITIES:

• The Office Manager monitors and directs the day-to-day operations utilizing the following performance guidelines:
• Directly supervises all personnel in both Clinics.
• Supervises and coordinates the reimbursements of patient accounts, accounts payable, claims processing, and cashiering.
• Establishes and recommends credit and collection policies. Makes recommendations for improvement as necessary.
• Reviews billing and collection patterns and makes corrective recommendations.
• Gathers and analyzes information. Develops new procedures to improve the quality and quantity of work as needed.
• Solves difficult payment and associated business office problems. Audits problem accounts.
• Enforces third party payer rules and regulations, including Medicare requirements.
• Supervises and trains/orients assigned personnel. Evaluates performance of office personnel with the Business manager and recommends merit increases, promotions, and disciplinary actions.
• Conducts interviews and onboarding process.
• Initiates and answers pertinent correspondence. Prepares and writes reports. Maintains required records and files.
• Maintains knowledge of and complies with established policies and procedures.
• Evaluates monthly Accounts Receivable, Productivity Analysis, Reimbursement Management and reconciliation reports prior to monthly closure of computer database.
• Ensures End of Day balancing is complete and accurate. Deposit all monies in the bank as needed.
• Supervises the analysis of costs and makes rate recommendation/negotiation to ensure the appropriate income/cash flow.
• Establishes and monitors internal controls.

Requirements

EDUCATION AND QUALIFICATIONS:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Bachelor's degree in business or related business experience of at least 2 yrs.
• Preferred three years of management experience including 2 years in a health care organization.
• Thorough understanding of the insurance industry.
• Knowledge of governmental regulations.
• Maintains a high level of proficiency in computer applications.
• Skills in exercising a high degree of initiative, judgment, discretion and decision-making to achieve organizational objectives.
• Skills in establishing and maintaining effective working relationships with patients, staff, and the general public.
• Experience with EHR systems, and/or ability to learn and master the practice's scheduling system.
• Must be proficient in computer keyboarding skills as well as Microsoft Suite, Outlook and QuickBooks.

Ability to communicate clearly and effectively with all levels of management regarding fiscal policies

• High school diploma or equivalent required
• Possesses a strong customer service focus
• Excellent organizational skills
• Able to generate, maintain and demonstrate a friendly, enthusiastic, and positive attitude.
• Experience with EHR systems, and/or ability to learn and master the practice's scheduling system.

PHYSICAL DEMANDS & WORK ENVIRONMENT:

Work environment is fast paced but professional and friendly. Work may require sitting for long periods of time; also stooping, bending, and stretching for supplies. The lifting of items weighing up to 40 pounds may be required. Requires good eye-hand coordination and manual dexterity sufficient to operate a keyboard, type at 40 wpm, operate calculator, telephone, copier, and such other office equipment, as necessary. Vison must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screen for long periods and to work under stressful or emergency situations with high concentration and energy level.

Work is performed in an office environment. Involves frequent telephone contact with patients and the public. Interaction with others is constant and interruptive.

Attire consists of business casual or scrubs with no rips, tears, or holes.