Manager, Office (31880)

Job Title: Office Manager

Department: Operations

Immediate Supervisor Title: Chief Operating Officer

Job Supervisory Responsibilities: Clinic

General Summary: We are looking for a passionate, engaged, Office Manager who is career oriented to work in a growing Medical Practice. The Office Manager's responsibilities include overseeing office operations, managing staff, and ensuring a quality patient experience for everyone we provide care for. An ideal candidate is a self- starter who is comfortable in a leadership role, has excellent organizational skills, and has a strong ability to multitask.

Job Responsibilities:

Operational Leadership:

• Develop and implement operational policies and procedures to ensure the smooth functioning of the Clinic.
• Supervise and coordinate the activities of clinical and non-clinical staff.
• Monitor and manage the scheduling of visits and other patient procedures.
• Ensure that equipment and supplies are maintained, and that there is an adequate inventory.

Staff Management and Development:

• Recruit, hire, and train staff, and oversee their performance evaluations.
• Foster a positive and collaborative work environment.
• Provide leadership and professional development opportunities for staff.
• Coach and train clinical and clerical staff in their roles to ensure proper completion of job function and development of skills

Front Desk / Check-out Coverage

• Maintain efficient patient flow
• Front Desk Operations - Ensure that patients are checked in and greeted properly by staff
• Check-Out - Make certain proper procedures for follow up are adhered to

Patient / Doctor Scheduling

• Ensure patients are routed to correct providers in a timely fashion
• Coordinate with front desk and providers to create efficiency in patient flow

Employee Scheduling

• Manage timesheets for staff and ensure proper logging of time worked and schedule adherence

Opening and Closing Office

• Ensure staff completes all office opening and closing procedures

Customer Service

• Patient Inquiries - Address any patient questions that may arise as it comes to billing or terms of care
• Support staff in communicating practice policy to patients
• Provide exceptional customer service, in person and on the phone

Inventory Management

• Clinical Supplies - Ensure essential supplies are replenished and maintained at appropriate levels
• General Office Supplies - Monitor and order as needed any supplies needed for daily operations

Regulatory Compliance:

• Stay up-to-date with all federal, state, and local regulations and accreditation standards related to clinic.
• Ensure the clinic's compliance with all regulatory requirements and standards, including those related to patient safety and infection control.
• Prepare for and participate in inspections and surveys by regulatory agencies.

Quality Assurance and Patient Care:

• Implement and oversee quality assurance and improvement programs.
• Ensure that patient care is delivered at the highest standards, with a focus on safety and patient satisfaction.
• Address patient complaints and concerns in a timely and appropriate manner.

Other duties as assigned.

Education: High school diploma or general equivalency diploma (GED). Associates or Bachelor's degree preferred.

Experience:

• Supervision: 3 years (Preferred)
• Medical supervision: 2 years (Preferred)
• Medical records: 2 years (Preferred)

Work Environment: Work performed in an office environment. Involves frequent contact with staff and patients.

Mental/Physical Requirements: Manual dexterity for office machine operation including computer and clinical equipment; stooping, bending to handle patient's mobility to complete errands or deliveries, or sitting or standing for extended periods of time. Stress can be triggered by multiple staff demands and deadlines.