Office Manager

About the role

Oversees all administrative operations in a designated medical office. Manages administrative duties, support staff, and ensures efficient day-to-day functioning while complying with HIPAA regulations and company mission, vision, and goals.

Responsibilities

• Perform job in accordance with company mission, vision, and goals while maintaining confidentiality and HIPAA compliance.
• Organize all administrative functions and ensure efficient day-to-day operations of support staff.
• Manage staff schedules, ensuring coverage during absences and appropriate utilization of support staff.
• Define job responsibilities for administrative staff and assist through coaching, mentoring, and development activities.
• Fill in for front-line staff (e.g., Medical Assistants, Front Desk) as needed.
• Complete administrative and clinical personnel evaluations.
• Establish and maintain an environment that promotes professional practices and standards.
• Serve as a role model in leadership, communication, and management.
• Comply with established best practices, policies, and procedures.
• Act as a patient advocate, ensuring patient rights, safety, dignity, and well-being.
• Identify and correct problem areas proactively.
• Oversee proper handling of patient medical records under HIPAA regulations.
• Ensure appointments are scheduled appropriately and adhere to internal policies.
• Collect patient balances and ensure timely, accurate submission of daily reports.
• Promote smooth interdepartmental relations and effective interaction with other departments.
• Order necessary office supplies and manage inventory.
• Cross-train staff to ensure effective coverage during absences.
• Manage doctors' schedules and office calendars.
• Handle patient complaints in a timely and appropriate manner.
• Ensure accurate timecards for payroll and meet approval deadlines.
• Collaborate with senior management to develop and monitor effective work processes.
• Attend operations meetings as necessary.
• Reconcile daily cash collections for pickup.
• Participate in quarterly audits.
• Perform other duties as assigned.

Requirements

• High School Diploma or GED and three (3) years of medical office management experience; or an equivalent combination of education and experience.
• Knowledge of Internet and Microsoft Office software (Word, Excel, PowerPoint, Outlook).
• Excellent written and oral communication skills, including exceptional customer service.
• Ability to establish and maintain effective working relationships with doctors, clinical staff, co-workers, and the public.
• Ability to work individually and within a team.
• Ability to follow verbal and written instructions.
• Flexible schedule availability.
• Patience and understanding during stressful conditions related to patient health and emergent situations.
• Strong multi-tasking and prioritization skills.
• Extreme attention to detail and strong organizational skills.
• Problem-solving and reasoning abilities.
• Ability to meet predefined quality standards.
• Professional attitude and appearance at all times.
• Working knowledge of the healthcare field, medical specialty, and medical terminology.
• Strong desire to provide excellent customer service and comply with organizational rules and regulations.
• High ethical and professional standards with a continuous improvement mindset.

Preferred Qualifications

• Bachelor’s Degree from an accredited college or university.
• Four (4) years of prior experience working in a medical practice.
• One (1) year of prior experience working with an Electronic Medical Record (EMR).

Driving/Travel

The employee must have reliable transportation. Travel for this position may be required up to 40%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the company’s locations.

Pay

$60,000 to $65,000 annually. This position is exempt (salaried) and not eligible for overtime pay. Bonus eligibility is subject to the terms of the applicable plan and is not guaranteed.

Benefits

• Paid Time Off: Up to 120 hours in the first year (pro-rated based on start date).
• Holidays: 7 paid holidays (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day After Thanksgiving, Christmas Day).
• Retirement: 401(k) with employer match.
• Health Benefits: Medical (single and family), Dental (single and family), Vision (single and family).
• Other Company-Paid Benefits: Short-Term Disability, Long-Term Disability, Basic Life/AD&D, Employee Assistance Program.
• Other Voluntary Benefits: Voluntary Life, Accident, Critical Illness, Hospital Indemnity.