Office Manager

POSITION PURPOSE:

The purpose of the Office Manager is to provide oversight of the Health Center Operations, which includes but it’s not limited to: administrative oversight of all staff at the center, billing and accounts, patient advocacy, adherence to company policies and procedures, coordination of office activities and support services. Works in conjunction with the site clinical team to ensure efficient patient flow, manage center time sheets and employee PTO requests, and coordinate facilities and transportation operations.

POSITION REQUIREMENTS / QUALIFICATIONS:

Education/Experience:

BA or BS in business related field or Health Services Administration preferred. Five years of supervisor experience in a healthcare setting. Knowledge of healthcare operations and billing. Electronic Health Record experience required.

Licensure / Certification:

Maintain current CPR certification from the American Heart Association. Maintain CPI Training certification.

Skills / Ability:

Ability to work independently. Must have proven management and supervising skills. Intermediate knowledge of Microsoft applications.

Human relation skills and organizational skills. Ability to demonstrate effective oral and written communication skills.

POSITION RESPONSIBILITIES (THIS IS AN EXEMPT POSITION)

Ensure efficient functioning of the center on a daily basis.

Complete/review and analyze statistical data to ensure proper functioning of the center.

Allocates Personnel to cover staff shortages/breaks.

Responsible for opening/closing of the health center.

Monitor and assist with patient scheduling/rescheduling.

Monitor and assist in efficiently expediting patient flow.

Adherence to productivity and wait time goals in accordance with Corporate Strategic Plan.

Ensures that all licensure and communications posted in the facility are up to date including federal, state and local regulations (fire and life safety, business tax and occupancy, etc.).

Ensures that health center follows CHI policies & procedures.

Ensures that all staff is dressed in accordance to Uniform & Dress Code policy.

Provide cash management oversight for the health center.

Verify content of petty cash at site daily.

Coordinates and directs balance of daily financial closing and ensures that all procedures and payments are posted accurately by staff.

Performs voids, corrections on payments, and refunds.

Responsible for onboarding new employees.

Ensures that center staff is working in collaboration with CHI’s internal & external partners.

Plans, supervises and coordinates the work of all center staff.

Answers inquiries of staff as questions arise in connection with center operations.

Performs registration and billing audits to ensure compliance by the PFSS.

Works with the Education Department & Human Resource Department to ensure all employee competencies are up to date.

Manages center staff time sheets and employee time off requests.

Ensures that all staff is following proper customer service etiquette.

Act as the CHI representative for their center when handling patient advocacy issues.

Act as primary point of contact for any Baker Act cases that present at the center.

Must be available to represent CHI in community events.

Works in conjunction with the Facilities & Logistics Department to address and follow up on any transportation, environmental or maintenance related issues.

Ensures the safety and security of Patients in collaboration with the Security team.

Responsible for managing all correspondence (fax, mail, email, portal, etc.) directed to the center.

Responsible for the timely authorization and submissions of work orders and purchase requisitions from the center.

Update and maintain records of all inventory at the facility.

Monitor assigned task pools for the health center.

Communicate corporate directives to the health center team.

Responsible for maintaining site educational binder.

Responsible for executing the COOP in a state of emergency, in collaboration with CHI’s leadership team.

Responsible for ensuring adherence with all Regulatory Agencies.

Participates in Continuing Educational In-service and Performance Improvement Activities.

Adheres to the Confidentiality Policies and Procedures / HIPAA Regulations.

Performs other duties as assigned, including variable shifts if needed.