Bilingual Clinical Office Manager

Essential Duties and Responsibilities

• Oversee and manage daily office operations to ensure efficiency and productivity.
• Enforce office policies and procedures.
• Maintain office equipment and supplies, ensuring all necessary items are stocked and functional.
• Supervise and support administrative staff, including hiring, training, and performance evaluations.
• Delegate tasks and responsibilities to ensure a balanced workload.
• Foster a positive and collaborative office culture.
• Provide administrative support to senior management, including scheduling meetings, managing calendars, and handling correspondence.
• Prepare and edit documents, reports, and presentations.
• Oversee providers’ patient schedules in the EMR system.
• Ensure there are no errors and appointments are scheduled properly.
• Handle correspondence, complaints, and inquiries from clients and stakeholders.
• Handle sensitive information with confidentiality and discretion.
• Oversee office budget and expenses, ensuring cost-effective solutions.
• Cook up office maintenance and repairs, liaising with building management as necessary.
• Ensure a safe and clean working environment in compliance with health and safety regulations.
• Manage office space planning and allocation.
• Serve as the main point of contact for internal and external communications.
• Cook up office events, meetings, and conferences.
• Develop and maintain effective communication channels within the office.
• Manage and approve PTO requests to ensure adequate staffing levels.
• Conduct annual evaluations for staff, providing feedback on performance and areas for improvement.
• Cook with department heads to set performance goals and development plans for employees.
• Document evaluation outcomes and follow up on action items.
• Oversee the payroll process to ensure accurate and timely payment of employees.
• Work with the finance department to resolve payroll discrepancies and issues.
• Monitor office expenses and recommend cost-saving measures.
• Add additional duties as assigned.

Knowledge, Skills, and Abilities

• A high school diploma or GED equivalent.
• A strong customer service focus.
• Effective written and oral communication skills.
• A teamwork orientation.
• An organized and ability to manage competing priorities.
• A knowledge of medical terminology.
• A knowledge of ICD-10 and CPT coding.
• An expert in computer literacy in electronic health record.
• The ability to react calmly and effectively in emergency situations required.
• Able to follow through with delegated tasks.
• Bilingual in English/Spanish preferred but not required.

Physical & Mental Requirements

• Ability to stand or sit for extended periods of time.
• Ability to receive and comprehend instructions verbally and/or in writing.
• Ability to use logical reasoning for simple and complex problem solving.
• Occasional exposure to communicable diseases or bodily fluids.
• Occasional travel for clinic activities may be required.