Office Manager - NCPS (Full Time, Days)

About the role

Responsible organizing and managing office operations and procedures in order to ensure organizational effectiveness and efficiency.

Responsibilities

• Achieves financial objectives by monitoring expenditures to support the annual budget.
• Responsible for optimizing appointment slots on physicians' and other healthcare professionals' appointment books (clinic and/or block utilization when appropriate), manages wait times.
• Responsible for oversight of the day-to-day operations of the specialty practices, ensuring the implementation of prescribed activities is carried out in accordance with specified objectives.
• Works closely with the employed physicians and other healthcare professionals, Directors, Practice Administrators, and other Office Managers.
• Identifies issues and escalates to appropriate Leader.
• Supports accounts receivable and accounts payable functions, processes invoices, and generally makes certain that the process runs smoothly.
• Oversees front-end revenue cycle functions such as scheduling appointments, obtaining and verifying authorizations, creating and/or maintaining medical records, monitoring document completion, consents and other documents are signed, collecting co-payments and outstanding balances at the time of service.
• Ensures adherence to department policies and procedures with Leader's approval.
• Provides supervision to the operation and ensures the department is properly staffed.
• Leads, coaches, counsels, and evaluates employees on their job performance.
• Ensures employees adhere to all NCPS and NCHS policies and procedures, including NCHS Values and Guiding Behaviors.
• Makes appropriate recommendations for corrective action, and carries them out.
• Consults with TM&E as needed.
• Responsible for hiring and orienting new employees and the growth and development of direct reports.
• Ensures office staff and procedures are handled effectively by providing training, coaching, and counseling.
• Provides in-service to staff.
• Reconciles and supports the maintenance of timecards and attendance monitoring.
• Ensures attendance related practices comply with Hospital policies.
• Assists the Leader in proposing changes to work methods and procedures to ensure economy and efficiency of operation of the department.
• Ensures staffing levels and skill sets are appropriate to support the daily operations of the practices across designated service lines.
• Monitors inventory of supplies and orders as needed.
• Reconciles and supports the inventory of supplies and reorders when necessary.
• Reconciles and supports the purchase order process as requested.
• Maintains personnel records, licenses, and permit renewals as needed for the office and/or NCHS.
• Maintains all clinic and personnel records, licenses and permit renewals.
• Ensures the practice meets all mandates (OSHA, HRS, medical waste, Nicklaus Children's Hospital requirements, etc.) and maintains quality and performance improvements.

Requirements

• 4 years of relevant office experience (OR) 1 year of relevant office experience with an Associate's Degree or higher

Skills

• High school education or equivalent preferred.
• Prior Office Manager experience preferred.
• Supervisory experience preferred.
• Decision making and time management skills.
• Excellent verbal and written communication skills.
• Human relations and team building skills.
• Able to handle multiple assignments, set priorities, and meet deadlines.
• Ability to represent department/function in a professional, courteous, and efficient manner.
• Ability to follow complex written or verbal instructions to solve complex problems.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook