Office Manager

Responsibilities

• Oversees, manages, and supervises all clinical and office functions involving patient care and office operations.
• Day-to-day staffing (ensure staff show up on time for work, approve vacations, arrange coverage, etc.).
• Coordinate the daily activities of the office staff to ensure proper coverage at all times.
• Management by Walk About (MBWA) – be visible and present.
• Manages, and monitors office and assigned medical staff in achieving customer service excellence and customer relationship management.
• Staff oversight (ensure staff are trained and do the job correctly):
• Ensure staffs schedule/reschedule patient appointments accurately and timely.
• Ensure staffs register new patients in the practice management (PM) system, by accurately entering their demographic and insurance information.
• Ensure staffs acquire medical records on all new patients to be scheduled. Triage for urgency.
• Ensure staffs obtain referral or authorization on all necessary patients.
• Ensure staff provide first pass request for labs and testing on follow up patients.
• Ensure staff prepare patient chart summaries for physician appointments.
• Ensure staff print and scan patient demographic originals and updates.
• Ensure all equipment is ready and works prior to daily activities.
• Ensure staffs review weekly batches for accuracy and scan into public folder.
• H.R. – coaching and counseling, interviewing replacements, payroll, and time clock:
• Compile employee payroll information for payroll approval.
• Provide office orientation for new staff.
• Supervise all staff training.
• Maintain Staff PTO Calendar.
• Prepares, compiles, develops, and presents a variety of regularly scheduled and/or ad hoc narrative, statistical and/or other reports and presentations.
• Oversees, and works in a complex organization.
• Serves as a resource to clinical staff in proving support and assistance to patients, families, medical office staff and others having business with Panoramic Health.
• Oversees, works in and on a sophisticated computer system performing data entry, completing forms, conducting statistical analysis and related office support tasks:
• Athena dash boards: MD, staff and practice staff buckets, hospital buckets, supervisor buckets, dashboard, clinical in-box.
• End of day reconciliation - perform all Athena related tasks including bank deposits, credit card close outs, etc..
• Arrange for maintenance/repairs for all office machinery.
• Office supply oversight (ensure streamlined ordering through central supply).
• Track inventory and prepare order for office supplies within office budget guidelines.
• Serves as facility representative for new patients and families, visiting physicians and other medical practice representatives.
• MD schedule: ensure all schedules are booked correctly, accurately, and timely.
• Address all day-to-day issues and day-to-day needs.
• Inform Administration of operational problems and concerns.
• Assist with marketing-Panoramic Health Ambassador in the community.
• Codifies, works with, and assists vendors, contractors and others as required.
• Back up front desk and office positions, when necessary (as qualified).
• Manage multiple phone lines; answer phones, route calls and take accurate messages.
• Page physicians as necessary.
• Coordinates weekend physician coverage in collaboration with managing partner.
• Attends required meetings and participate in committees, as requested.
• Perform other duties and responsibilities as required, assigned, or requested.

Qualifications

• High school diploma or GED.
• Certification as a Medical Assistant preferred.
• Minimum 5 years’ experience in medical office operations.
• Knowledge of medical terminology, insurance and government payer regulations and other third-party requirements.
• Proficient in the use of office equipment, such as computer, copier, printer, fax, POS machine.