OFFICE MANAGER

Essential Functions

• Plans, coordinates, and evaluates the work assignments of non-medical personnel at the facility.
• Personally provides back-up support to all non-medical staff.
• Works with center staff and providers to identify problems and solve them.
• Captures and reports relevant statistical data.
• Coordinates the center’s budget and implements cost-saving measures.
• Serves as a member of the Safety Committee.
• Develops and implements scheduling procedures for meetings and training sessions.

Additional Responsibilities

• Provides supervision to all non-medical staff and coordinates staff schedules.
• Develops a multi-disciplinary team atmosphere at the center.
• Maintains records of staff disciplinary and corrective action meetings.
• Performs evaluations and performance appraisals of non-medical staff.
• Works closely with medical and nursing directors regarding operational concerns.
• Assists with resolving work-related conflicts.
• Maintains records of supplies, inventory, furniture, and equipment.
• Implements OSHA policies and procedures at the facility.
• Schedules and conducts fire drills.
• Completes accident and incident reports.
• Oversees facility maintenance, upkeep, inspections, and records.
• Assists in identifying and resolving building security concerns.

Qualifications

• Education: Bachelor’s degree in business, management, or a related area of study. Three (3) years of work experience in a medical setting, or any combination of acceptable training and managerial experience.
• Skills: Strong managerial and supervisory skills, the ability to take initiative, and the ability to solve problems independently. Excellent verbal and written communication skills required. Must be well organized and familiar with medical terminology. Must have human relations skills to deal effectively with patients and visitors in person or by telephone. Keyboard experience required. Must be able to operate a multi-line telephone, copier, adding machine, fax machine, and other office equipment.
• Other Qualifications: English as first language preferred. Bilingual/bicultural candidates will be considered.

Physical/Mental Demands

• Requires eye-hand coordination and manual dexterity.
• Requires the use of office equipment, such as copier, computer terminals and keyboards, telephones, calculators, and fax machines.
• Requires normal vision range.
• Requires frequent standing, sitting, bending, stooping, stretching, and walking.

Customer Satisfaction Requirements

• Must provide the very best customer satisfaction to patients and co-workers at all times in a professional and courteous manner.
• Actively keeps the environment clean and safe with a professional and welcoming image.
• Protects customer confidentiality and treats customers as welcome guests.

Privacy Rule Compliance Requirements

• Adheres to HIPAA Privacy Rule policies and procedures.
• Successfully completes Privacy Rule compliance training annually or as revisions are made.
• Protects FPHC patient medical privacy.
• Maintains patient information in compliance with national standards.
• Provides appropriate security of FPHC patient records.

Physical/Mental Demands

• Requires eye-hand coordination and manual dexterity.
• Requires the use of office equipment, such as copier, computer terminals and keyboards, telephones, calculators, and fax machines.
• Requires normal vision range.
• Requires frequent standing, sitting, bending, stooping, stretching, and walking.

Health and Safety Requirements

• Must adhere to safety regulations, personnel policies, and procedures.
• Must receive Safety and Hazardous Communication training annually.
• Must maintain yearly health maintenance records by obtaining TB skin testing.

Performance Standards

• Performance will be evaluated annually by the Chief Operations Officer. An overall satisfactory rating is considered the minimum acceptable level of performance.

Protected Health Information Access

This position is classified under Administrative Staff and is granted restricted access to protected health information as defined by the workforce member’s specific job duties and applicable privacy policies and procedures.