Office Manager - Radiation

Job Description

Responsible for staff, clerical, nursing, laboratory, housekeeping, and maintenance functions at a specific office location. Advise, aid, and seek consent from Director to coordinate and manage the activities of the assigned office location. Considered to be a “working manager” as back up for front office staff. Support the financial goals of the company by being fiscally responsible in all areas, including staffing and purchasing.

Key Performance Areas

• Supervise and coordinate the activities of the personnel in specific sites.
• Functions as an integral part of the front office team in order to complete daily work.
• Responsible for operations on-site in concurrence with corporate policies.
• Consult with director and other areas such as, laboratory, managed care, human resources, and business office to ensure good working relationship.
• Work with Clinic Finance Manager, financial counselors, and front office staff to collect all possible payment at the time of visit.
• Oversee all aspects of the handling of personnel issues.
• Meet with patients as necessary regarding any complaints of service or regarding the facility.
• Develop guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
• Maintain staffing level according to approved positions.
• Arrange on the job training programs for new employees as required.
• Conduct staff meetings on a regular basis.
• Attend meetings of clinical personnel, managed care, billing/ collections department as necessary to serve as liaison to the clinic staff.
• Responsible for shipping tickets, packing slips and work orders from vendors at designated facilities.
• Prepare supply purchase requisitions.
• Responsible for submitting documentation to Accounting for reimbursable expenses.
• Verify accuracy of the daily bank deposit and make the deposit daily.
• Responsible for ensuring that backup is performed of all next day orders in Onco/EMR.
• Complete quarterly expense reports for the physicians and submit them to corporate accounting.
• Afford assistance with mergers on an as needed basis.
• Ensure that a high level of cleanliness exists in the facility at all times.
• Take necessary steps to ensure the buildings and grounds are in good operating condition.
• Follow up and resolve any violations cited by OSHA, fire inspector, etc.
• Monitor all nursing information requested by auditors and insure timely completion of each request.
• Maintain and ensure the confidentiality of all patient and employee information at all times.
• Comply with all Federal and State laws and regulations pertaining to patient care, patient’s rights, safety, billing, and collections.
• Adhere to all AON and departmental policies and procedures, including IT policies and procedures and Disaster Recovery Plan.
• Ensure that all employees run a daily close and all closes are in balance.
• Keep office and personal work area and records in a neat and orderly manner.
• Ensure the physical building and all equipment are safe for use.
• Maintain all company equipment in a safe and working order.

Supervisory Duties

• Provide daily direction and communication to employees so that departmental work is performed in a timely, efficient, and knowledgeable manner.
• Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives.
• Provide continual evaluation of processes and procedures.
• Responsible for suggesting methods to improve area operations, efficiency, and service to both internal and external customers.
• Address disciplinary and/or performance problems according to company policy.
• Prepare warnings and communicate effectively with employees on warnings and make effective/appropriate decisions relative to corrective action as required.
• Provide performance feedback and coaching on a regular basis to each team member.
• Write and administer performance reviews for skill improvement and submit to Director and Human Resources on time.
• Be available for employees who experience work problems providing appropriate coaching, counseling, direction, and resolution.
• Ensure employees have appropriate training and other resources to perform their jobs.
• Respond to and resolve employee relations issues expressed by team members; create and maintain high quality work environment so team members are motivated to perform at their highest level.
• Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency/effectiveness.
• Project a favorable image of the companies to promote its aims and objectives and foster and enhance public recognition and acceptance of all of its areas of endeavor.
• Perform all necessary supervisory functions to effectively and efficiently manage the personnel assigned.
• Interview and make hiring decision for any open position in the clinic with the Manager/Director and/or Head Nurse.
• Ensure employees have appropriate training and other resources to perform their job.
• Communicate areas of accountability and performance expected of personnel assigned.
• Determine standards of performance as a basis to review progress of personnel assigned.
• Recommend salary adjustments, transfers, promotions and dismissals and submit information to Director.
• Address disciplinary and/or performance problems according to company policy.
• Prepares warnings and communicates effectively with employee on disciplinary actions.
• Create and maintain a cooperative and harmonious working climate conductive to maximize employee morale and productivity.
• Develop individuals for future advancement by coaching and training.
• Afford approval of time-off requests in a fair manner while ensuring adequate staff to maintain work productivity.
• Develop individuals for future advancement by coaching and training.
• Afford approval of bi-weekly timecards for accuracy.

Education

• High school education required; Associates degree required; Bachelors preferred.
• Certifications/Licenses: Valid state Driver’s License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required.
• Previous Experience (including Minimum Years Of Experience): 5 years experience in Physician Practice or Healthcare; oncology preferred. 2-4 years experience in a front office setting. 2 years management experience.

Core Capabilities

• Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.
• Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.
• Communication Skills: Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.
• Customer Service & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.
• Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required. Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.
• Leadership and Mentoring: Effectively lead and facilitate group discussions, coach, mentor, motivate, and engage others to align to a common goal. Ability to effectively lead projects from inception through implementation and assessment.
• Human Resources Management: Effectively hire, coach and support staff develop, as applicable, as well as manage resources, performance and employee relations, and supervise within established policies, procedures and legislation.
• Computer Skills: Proficiency in MS Office Word, Excel, Power Point, and Outlook required.

Standard Core Workdays/Hours

Monday to Friday 8:00 AM – 5:00 PM. Occasional overtime may be required, and weekend shifts based on location hours and operational needs.