Office Manager II - GRMC/PVH

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/Intensivist departments. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, and conducting/managing special projects.

Responsibilities

• Answers telephones, screen calls, takes detailed messages and provides information as needed.
• Sorts and distributes mail.
• Maintains up-to-date phone log for staff.
• Maintains and orders office supplies/equipment as needed.
• Coordinates meetings and organizes catering in person and/or via Microsoft Teams.
• Arranges catering needs for special occasions.
• Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & 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.
• Affords assistance to the department providers/leadership.
• Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures.
• Ensures new providers are EMR trained prior to start.
• Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.).
• Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns.
• Works directly with providers to complete any travel and/or purchase reimbursements in WorkDay; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider.
• Updates all CME purchase details/balances.
• Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed.
• Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO.
• Completes monthly Independent Contractor Timesheets/Invoices.
• Collections 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.
• Manages monthly time study and sends to CFO.
• Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment with credentialing, reappointments, and onboarding.
• Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.) and organizes arrangements for certification training.
• Works closely with Case Management for denial letters.
• Assists Stroke Coordinator/Trauma Manager as needed.

Qualifications

• High school diploma or equivalent.
• Two (2) years of administrative or healthcare administrative experience.

Preferred Qualifications

• Associates Degree.
• Two (2) years of administrative experience in a medical office setting.