Office Manager

Office Manager

Requirements

• Bachelor’s degree in Health/Business Administration preferred
• In exchange for bachelor’s degree, 5 years of medical office management experience will be considered.
• A minimum of 3 years of Urgent Care Experience required.
• Prefer 3 years of supervisory experience.
• Knowledge of organization policies and procedures.
• Knowledge of practice procedures.
• Knowledge of computer system and applications.
• Knowledge of medical practices, terminology, and reimbursement policies.
• Knowledge of grammar, spelling, punctuation and sentence structure to answer correspondence and prepare reports.
• Skill in planning, organizing, delegating and supervising.
• Skill in evaluating the effectiveness of existing methods and procedures.
• Skill in operating a variety of office equipment and computer programs.
• Ability to read, interpret and apply policies and procedures.
• Ability to communicate clearly and effectively.
• Ability to set priorities among multiple requests.
• Ability to interact with patients, medical and administrative staff, and public effectively.

Responsibilities

• Manages daily operations at the office location and coordinates work activities and schedules to maximize total office potential.
• Demonstrates a positive, helpful attitude to patients, personnel and physicians.
• Administers policies and procedures in a timely manner and is consistent with Piedmont HealthCare’s mission, vision and values.
• Works with physicians and staff to create optimal patient experience.
• Oversees and monitors patient flow, ensuring that it occurs in an efficient, cost-effective manner, while being pleasing to the patient and practical for the physicians.
• Researches and responds to patient concerns.
• Identifies and resolves work problems to ensure quality patient care.
• Assures that appropriate/adequate staff is maintained in all areas of the practice.
• Coordinates with Human Resources and Director of Operations for recruiting, hiring, orientating, training, evaluating and disciplining, when necessary.
• Enhances employee morale through activities that foster a spirit of engagement within the office and that foster a sense of being a part of the Piedmont HealthCare organization.
• Supports employee development and office growth through corporate in-services, appropriate seminars and classes with the approval of the physicians and the Director of Operations.
• Possesses skills to perform job functions in all areas of responsibilities and has the ability to cover non-clinical workstations as needed in order to ensure no disruption in patient flow.
• Ensures appropriate cross training of personnel to meet the needs of the Practice during absences and variations of patient flow.
• Maintains relationships and serves as contact for referring physician offices.
• Enhances practice visibility in consultation with the Marketing Department.
• Acts as a public relations liaison for the Practice under the guidance of administration.
• Ensures that office space, supplies, equipment and assistance are provided and maintained appropriately for physician staff and patients.
• Responsible for inventory including both administrative and clinical supplies.
• Consults with Director of Operations or advisors responsible for maintaining equipment and the facility, making necessary arrangements for preventative maintenance and repairs.
• Adheres to all OSHA standards and guidelines.
• Implements PHC policies and procedures for the practice in order to best service the patient population and adapt to staffing.
• Manages and promotes best practice procedures for Time of Service Collections, Unreconciled Appointments, Meaningful Use Initiatives and meet or exceed the goals outlined by the group.
• Develops and maintains PAR level inventory controls.
• Serves as a liaison between Administration and staff to support consistent operation procedures, keeps manuals updated and keeps clear instructions for PRN personnel on basic office procedures.
• Prepares reports, etc. as requested by Administration, Business Services or the Accounting Department.
• Reviews collection problems from patient encounters at the office and works with Business Services to resolve issues and enforce policies.
• Maintains the strictest confidentiality in all aspects of work, including patient and personnel.
• Participates in professional development activities to keep current with health care trends and practices.
• Responsible for ensuring the highest level of customer service.
• Adheres to the standards required by the Corporate Compliance and HIPAA guidelines established by Piedmont HealthCare.
• Communicates with Administration to ensure a system-wide approach to policies, practices and procedures.
• Attends Office Manager meetings and participates in committees as requested.
• Collaborates with peers to foster teamwork throughout Piedmont HealthCare.

Preferred Qualifications

• Bachelor’s degree in Health/Business Administration preferred
• Prefer 3 years of supervisory experience.