Job Summary
The Clinic Office Manager is responsible for the operations and administration of a Client QTC medical clinic(s). Ensures clinic efficiency through collaboration with cross-functional team members, coaching and mentoring clinic staff. Manages a clinic budget to ensure expense goals are met. Responsible for communicating and resolving physician, customer, and Examinee inquiries, incidents, and complaints. Serves as a liaison with all internal and external customers and ensures compliance with HIPAA and other privacy regulations.
Essential Duties and Responsibilities
• Manage day to day operations of assigned clinic(s) to include planning and coordinating work assignments of all clinic staff
• Responsible for hiring, performance management, setting and communicating staff expectations, onboarding new employees, and daily approvals of employee timekeeping
• Coach, mentor and train employees for growth and development opportunities in skill, knowledge and decision making
• Collaborate with cross-functional teams to ensure excellent quality, timeliness, and customer service throughout the entire examinee and customer experience
• Responsible for ongoing on-site provider satisfaction through engagement and retention efforts
• Ensure strict confidentiality of all medical records, PHI and PII
• Responsible for facility compliance with established regulatory, operational and safety standards
• Perform and ensure daily, weekly, and monthly equipment end user calibration/inspections as required
• Complete various inventory activities per policy and procedure
• Perform and facilitate routine safety and compliance audit activities
• Facilitate and assist as needed in front office duties such as: answering telephones, preparing schedules, scheduling and confirming appointments, examinee check in and out, and document filing
• Perform data entry and basic review of exam documents for accuracy to include grammar and spelling
• Document and escalate abnormal exam findings, test results and data omissions according to workflow for correction as needed
• Facilitate and assist as needed in housekeeping functions such as: changing exam room table paper, disinfecting surfaces, upkeep and tidiness of the entire clinic (exam rooms, bathrooms, waiting area, front office, lab room, etc.), ensuring all equipment is clean and presentable
• Responsible for meeting clinic(s) budget metrics
• Collaborate with stakeholders on effective provider management and scheduling
• Review clinic performance through metrics and data reports. Ensure clinic metrics are meeting company goals and objectives, and are in compliance with reporting requirements (e.g., weekly, quarterly, annually, etc.) Responsible for ensuring all clinic staff achieve and maintain all required competencies and certifications
• Ability to travel as required up to 15%
• Perform other projects and duties as assigned
Competencies:
• Strong leadership skills with the ability to prioritize and delegate effectively
• Strong verbal and written communication skills
• Demonstrated ability to work collaboratively with cross functional team members and with a sense of urgency
• Demonstrate a high standard of business ethics and integrity
• Possess excellent organizational and follow up skills, with a strong attention to detail
• Possess and demonstrate skills necessary to analyze data and information
• Proficient Microsoft Office Suite
• Understanding of medical terminology
• Ability to learn and understand new proprietary software applications
Education and/or Experience: (includes certificate & licenses)
• Bachelor's degree from an accredited college in a healthcare related field or equivalent experience/combined education
• 5 years prior relevant experience, preferably in an Occupational, General or Internal Medicine work environment; generally has 2 years of experience supervising, or leading teams or projects. Management experience, preferably in an Occupational, General or Internal Medicine work environment
• Certification and experience as a Medical Assistant, LVN, LPN, RN, BSN, EMT, Military Medic, or Hospital Corpsman, preferred
• Must meet state certification requirements if defined
• Basic Life Support (BLS) for healthcare providers certification required
• Occupational Hearing Conservationist (OHC) Certification or the successful completion of certification within 90 days of hire
• Ability to earn and maintain clinical training/certifications as required by current and future contracts
• Technology-driven medical data entry system experience or related computer data entry
• Must be able and willing to complete annual Respiratory Fit testing and properly wear organizational standard respiratory protective equipment as required.
• Valid state driver's license required
• Must be able to successfully pass National Agency Check with Inquiries (NACI) background investigation
• Must be eligible to obtain and maintain Government Clearances (LARS/Public Trust Clearance, etc.)