Office Manager

Job Location: S. Jose, CA | Job Type: Full Time

About the role

We are looking to hire a front office professional that is compassionate and discrete with superb time management and record-keeping skills. To ensure success, the office manager should be confident and professional with fantastic communication and interpersonal skills that will contribute to the efficient day-to-day administration of the healthcare facility. Top candidates will work comfortably under pressure while multi-tasking in a fast-paced environment and can effectively react to patient emergencies.

Responsibilities

• Leadership: Coach, mentor, and train front office staff to ensure office policies, procedures, customer support expectations, and compliance initiatives are met/maintained. Oversee and manage front office processes to ensure consistency and alignment with practice policies and procedures.
• Patient Reception: Greet patients with a warm and friendly demeanor, ensuring they feel welcomed and comfortable upon arrival. Handle patient registration, verify insurance information, and assist with any necessary paperwork.
• Scheduling: Manage the appointment calendar efficiently to ensure optimal scheduling of patient visits. Coordinate with the oral surgeon and clinical staff to optimize appointment availability and minimize waiting times.
• Telephone and Email Correspondence: Answer incoming phone calls and respond to email inquiries promptly and professionally. Provide accurate information about services, appointments and general office policies.
• Patient Records: Maintain and update patient records with accuracy and confidentiality. Ensure all necessary documentation is complete and organized for easy access by the clinical team.
• Insurance: Collaborate with patients to verify insurance coverage to include prior authorizations and pre-determination. Assist patients in understanding their insurance benefits and financial responsibilities.
• Office Coordination: Assist in the coordination of administrative tasks to maintain the smooth operation of the office. This includes ordering office supplies, managing mail, and coordinating with vendors as needed.
• Patient Care and Satisfaction: Strive to deliver a five-star experience with exceptional customer service to all patients, addressing their concerns and resolving any issues that may arise. Ensure a positive patient experience from check-in to check-out.
• Adherence to Policies and Procedures: Comply with all office policies, procedures, and protocols to maintain a safe and efficient working environment. Maintain confidentiality of all doctors, staff, and patient information.

Requirements

• High school diploma or equivalent is required.
• 5 or more years of experience as a Office Manager
• 1 or more years of experience leading teams in a medical office setting required.
• Special Requirements: Working in-office is an essential function to this job.
• Physical requirements include sitting, stooping, turning, standing, bending, walking, hearing, reading, writing, and keyboarding, may lift up to 25 lbs.

Qualifications

• Proven background providing exceptional patient support and customer service.
• Driven, organized, and detail oriented in approach to managing responsibilities.
• Proficiency in computer software applications.
• Strong organizational skills and attention to detail to handle patient records, scheduling, and administrative tasks efficiently.
• Professional language and customer service mindset.
• Effective written and verbal communication skills.
• Ability to use discretion while working with sensitive information.
• Excellent documentation, communication, and Microsoft Office skills.
• Passionate about healthcare excellence.