Office Manager Hospital Based Services II

About the Role

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure the smooth daily operation of the Emergency Medicine, Hospital Medicine, and Intensivist departments. This role provides organizational effectiveness, maintains department records, and manages special projects. The Office Manager serves as the key contact in a community Emergency Department, Hospital Medicine, or Intensivist Department, supporting physicians, Advanced Practice Professionals (APPs), and acting as a liaison to community hospital departments. This position supports a variety of locations and service lines, adapting to growing operational needs.

This role also supports Anesthesia, ICU, Radiology, and Urgent Care departments.

Responsibilities

• Performs general clerical duties:
  • Answers telephones, screens calls, takes detailed messages, and provides information as needed.
  • Sorts and distributes mail.
  • Maintains up-to-date phone logs for staff.
  • Monitors, maintains, and orders office supplies/equipment as needed.
  • Prepares work orders for repairs.
  • Coordinates meetings and organizes catering in person and/or via Microsoft Teams.
  • Arranges catering for special occasions.
• Arranges, attends, and takes minutes at monthly committee and faculty meetings; distributes minutes, tracks attendance, and reports back to administration.
• Maintains Medical Director’s calendars.
• Completes monthly department credit card reconciliation.
• Completes all WorkDay invoice coding in a timely manner.
• Utilizes EMR to respond to internal/external queries.
• Assists in maintaining department employee records.
• Acts as the point person for department providers and leadership.
• Conducts new provider orientation/onboarding, assisting providers with WVU Medicine policies and procedures.
• Ensures new providers are EMR trained prior to start.
• Ensures providers complete mandatory tasks (e.g., CBLs, flu shot documentation, OSHA survey).
• Maintains rapport with physicians and APPs to be recognized as the point person for questions/concerns.
• Works directly with providers to complete travel and/or purchase reimbursements in WorkDay as a designated delegate; registers providers for conferences and makes travel arrangements (hotel/flight) using the department credit card.
• Updates all CME purchase details and balances.
• Manages QGenda schedule for the Medical Director and maintains Physician and APP schedule updates/swaps; distributes schedules as needed.
• Completes biweekly SMG/UHA payroll for APPs/Physicians; manages PTO.
• Completes monthly Independent Contractor timesheets/invoices.
• Collects and files monthly Medical Director timesheets; reports out when needed.
• Completes all provider extra duty hours for the Administrator.
• Calculates and forwards Acute Resource Group monthly hours to administration.
• Provides leave of absence assistance, working with Absence Manager and WVUM LOA Team.
• Acts as the key contact for outside Locum vendors to schedule Locums Providers, verifies timesheets, and processes invoices.
• Ensures WC1 forms are completed and submitted in a timely manner.
• Assigns patients to Hospitalist providers (daily assignment).
• Assists providers with death certificate completion.
• Assists the Medical Director in annual evaluation completion.
• Conducts research to develop outcomes for special projects.
• Completes grievance reporting and letters.
• Creates presentations and reports for the Medical Director.
• Assists in assembling information for reports.
• Maintains all EMR metric reports.
• Assembles daily, weekly, monthly, and yearly patient census reports.
• Completes weekly dashboards.
• Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, and works with providers to complete charts in a timely manner.
• Maintains patient transfer reports.
• Coordinates with the Hospitalist Medical Director to record and report excess duty volume incentive data to Administration.
• Manages monthly time studies and sends them to the CFO.
• Serves as the on-site department key contact.
• Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment for credentialing, reappointments, and onboarding.
• Tracks provider certifications (ATLS, ACLS, PALS, BLS) and organizes arrangements for certification training.
• Works closely with Case Management for denial letters.
• Assists the Stroke Coordinator/Trauma Manager as needed.

Requirements

• Minimum Qualifications:
  • High school diploma or equivalent.
  • Two (2) years of administrative or healthcare administrative experience.
• Preferred Qualifications:
  • Associate’s Degree.
  • Two (2) years of administrative experience in a medical office setting.

Physical Requirements

• Manual dexterity to operate office equipment.
• Ability to drive to different sites.

Working Environment

Travel to clinical sites is required from time to time.

Schedule

Scheduled weekly hours: 40