The Office Manager position is responsible for all aspects of running the lab or clinic location regarding achievement of organizational objectives, patient care, customer satisfaction, cost management, scheduling, employee supervision and training, office management and compliance. This position reports to the medical operations manager and focuses on successful day-to-day operations.
Requirements
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Responsible for clinic performance towards specified metrics and checklists
- Responsible for maintaining the office and staff at the highest standards of professionalism, cleanliness, and customer support
- Supervises, trains and coaches' office staff to ensure excellence in patient and customer care, providing proper support to the medical provider, and understand all aspects of the office and set up in all systems
- Work with Nurse Practitioners to ensure their tasks are signed in a timely fashion, they are following prescription guidelines, and their schedules are published and communicated each week
- Conducts performance reviews for staff under their supervision
- Review and approve PTO requests for scheduling conflicts and provides initial approval/disapproval decision
- Performs direct clinical and occupational work
- Ensures that office procedures, protocols and healthcare compliance are performed consistently and on a regular basis
- Manages call backs and follow ups are done in a timely fashion
- Delegates to staff and provider when necessary to ensure office is run efficiently and effectively
- Oversees and trains employees on the billing process, weekly bank deposits, daily balancing, scanning/associating paperwork and monthly reporting
- Address patient issues or complaints promptly and effectively and follow-up with the patient to ensure patient satisfaction
- Process lab work and specimens accurately and report on the same in a timely manner
- Attend monthly meetings with corporate staff and facilitate communication by sharing all updates and changes learned from corporate with the branch through a regular monthly meeting. Develop and maintain methods of communication within the office to create a sense of "team" throughout the clinic
- Ensure all OSHA, Safety and Healthcare Practices and Protocols, State Medical regulations and HIPAA guidelines are maintained within the office
- Maintain office equipment (ie. Formfox, escreen, A1c machine, AEL, etc), ensure in good working order and all problems reported to the correct points of contact
- Order supplies and maintain inventory levels per supply management process
- Responsible for employee scheduling to meet patient workload and minimize overtime
- Oversees ProHealth Medical Membership (PMM) program at the office and ensure office goals are met
- Communicates and oversees promotional events at the office
- Ensures opening and closing procedures are completed
- All other duties as assigned
Supervisory/Work Responsibilities:
Responsible for supervising and training assigned office staff. Approachable nature with administrative and Clinical Staff.
Position Type and Expected Work Hours:
This is a full-time position. Days and hours of work are Monday through Friday 8am to 4pm but may require hours outside of these times as business and patient needs dictate.
Travel:
Occasional travel to other clinic and lab locations to cover shifts.
Qualifications:
QUALIFICATIONS:
- Education: High School diploma or equivalency required
- Experience: Two years' experience in multi-site medical setting strongly preferred
- Certification/License: CCMA Certification REQUIRED
Work Authorization:
Must be US Citizen or otherwise authorized to work in the US.
Attire:
Abilities/Skills/Qualities
- Must be fair and consistent and have a strong desire to help people
- Possess a strong commitment to excellence in patient care
- Possess high ethical standards carrying out responsibilities with integrity, honesty and loyalty
- Must be a leader, critical thinker and problem solver
- Have a sense of ownership
- Excellent time management skills
- Team player approach
- Ability to work independently and with a team
- Possess a strong desire to lead and drive success
Physical Requirements:
- Must be able to lift 20lbs
- Position requires standing, walking, squatting, and sitting at a desk for periods of time
Benefits
- Access to clinics for primary care of employee and immediate family in household
- Employer contributory benefits include healthcare, dental and retirement plan
- Employee contributory benefits include vision, life insurance and various AFLAC plans
- Accrued Paid Time Office and Holidays
