Office Manager

General Job Summary: Manages the day-to-day operations of the medical office. Ensure the office is running smoothly and proficiently. Provide cost saving measures by running more efficiently and reducing operating costs. Provide input on development and implementation processes and procedures.

Essential Job Functions

• Oversees the operations of the medical office.
• Oversees the general direction, organize, supervise and be responsible for personnel and activities of the Clinic, Call Center, Check-In and Check-Out.
• Organize and maintain the doctor’s schedules/templates; notify all appropriate personnel of any changes.
• Ensures the waiting areas are clean and welcoming.
• Ensure all pertinent information is obtained and entered to begin the appointment/visit.
• Provides direction and oversight to help improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide quality customer service.
• Supervises medical office personnel, which includes work allocation, training, and problem resolution; evaluates performance, and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
• Maintains working knowledge and skills of all positions that are supervised.
• Maintaining the office inventory of medical and office supplies.
• Monitoring and operating within budget allotments.
• Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance and foster professional development.
• Liaise with Providers to identify potential office dysfunctions.
• Identifies and resolves operation and clinic issues.
• Conflict management and resolution.
• Ensures that the activities of the medical office operations are conducted in a manner that is consistent with overall department protocol, and are in compliance with Federal, State, and payer regulations, guidelines, and requirements.
• Ensures compliance with HIPAA, OSHA and safety compliance.
• Maintaining the office and addressing any cleaning or emergency maintenance services as necessary.
• Attends meetings and assists with training, and implementation of improvements based on audit results.
• Makes decisions and recommendations on HR issues affecting assigned staff, including hiring, promotion, discipline, attendance, compensation, and termination.
• Conducts new hire training and continuing education.
• Assigns and prioritizes staff members' duties and monitors quality of work; assures staff conforms to organizational policies and procedures and government regulations.
• Manage and support the monitoring of annual evaluations.
• Performs other duties that may be necessary or in the best interest of the department/practice.

Requirements

Education/Experience

• High School Diploma or equivalent.
• Associate’s degree preferred, business administration, or related field.
• Supervisory experience in Medical Office 2 years required.
• Five (5) years of medical office experience is preferred.

Schedules will change as department needs change including overtime, evenings and weekends. Travel as needed.

Knowledge

• Through understanding of the healthcare environment.
• Specific knowledge of finance, marketing, human resource management, and public relations in healthcare.

Skills

• Skill in exercising a high degree of initiative, judgment, discretion, and decision making to achieve clinic’s mission.
• Skill in establishing and maintaining effective working relationships with employees, policy making bodies, third party payers, patients, and the public.
• Skill in organizing work, delegating, and achieving goals and objectives.

Abilities

• Ability to identify trends and motivate workforce toward changes needed to adopt and remain competitive.
• Ability to identify opportunities for improvement and change.
• Ability to communicate and collaborate with staff, government officials, and the public.
• Ability to guide management in its responsibilities while maintaining commitment to effective team functioning.
• The ability to develop and motivate a team and ability to provide and support a vision and direction is required.
• Ability to function in a team-oriented environment

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Work Environment: Position is in a well-lighted office environment; noise level is low to moderate. Fast paced position.

Mental / Physical Demands: Varied activities including standing, sitting, bending, and lifting occasionally up to 50 pounds. Considerable walking to consult with coworkers and staff. High level of stress related to multiple administrative responsibilities.