Office Manager

About the role

The Office Manager oversees all administrative operations in a designated office, effectively managing administrative duties and staff while supervising support personnel.

Responsibilities

• Perform job in accordance with Company Mission, vision, and goals while exercising confidentiality and abiding by HIPAA rules and regulations.
• Organize all administrative functions and ensure efficient day-to-day operations of related staff.
• Manage staff schedules, ensuring coverage during absences and appropriate utilization of support staff.
• Clearly define job responsibilities for each administrative staff member.
• Assist staff through coaching, mentoring, and other 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, teaching, management, and communication.
• Comply with established best practices, policies, and procedures.
• Act as a patient advocate, ensuring a setting that protects patient rights, safety, and dignity.
• Recognize and initiate corrections for problem areas.
• 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 daily cash reconciliation for pickup.
• Promote smooth interaction with other departments and foster good interdepartmental relations.
• Order necessary office supplies and manage daily reporting.
• Ensure reports are accurately submitted and distributed in a timely manner.
• Cross-train staff to ensure effective coverage during absences.
• Manage doctors' schedules and office schedules.
• Handle patient complaints in a timely and appropriate manner.
• Ensure accurate timecards for payroll and meet approval deadlines.
• Work with senior management to develop, implement, and monitor effective workflows.
• Attend operations meetings as necessary.
• Balance team and individual responsibilities, fostering a positive team spirit.
• Independently resolve situational issues using problem-solving skills.
• 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 (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Excellent written and oral communication skills, including exceptional customer service.
• Ability to establish and maintain effective working relationships with doctors, clinical staff, coworkers, 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 multitasking 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.

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.