Pediatric Office Manager

About the Role

Manages the day-to-day operations of the outpatient clinic, ensuring a high level of quality patient care. Monitors patient volumes, quality of care, patient satisfaction, staff performance, and staff satisfaction. Performs duties in accordance with federal, state, and local regulations along with established priorities and procedures of the practice.

Responsibilities

• Oversee daily operations of the clinic.
• Ensure the clinic operates according to local, state, and federal regulations.
• Operate the clinic within budget guidelines, monitoring and controlling expenses and ensuring proper patient billing procedures are followed.
• Provide adequate staffing of the clinic according to projected patient volume.
• Prepare employee schedules, taking into consideration requests for time off.
• Monitor and enforce staff performance; conduct disciplinary reviews as necessary.
• Conduct staff performance reviews and approve performance reviews of all employees assigned to the clinic.
• Ensure all employees receive appropriate and effective training and perform proficiently.
• Manage day-to-day operations of all clinic employees, ensuring fair and consistent administration of human resource policies.
• Develop and maintain an atmosphere of diversity and inclusion; participate in employee recognition activities.
• Update employee time in the timekeeping system for timely payroll processing.
• Monitor and maintain supply inventory through effective par levels and financially responsible purchasing.
• Address IT problems and ensure systems function uninterrupted; follow all IT security protocols.
• Maintain the building in a safe manner; submit and follow up on maintenance requests.
• Coordinate and conduct monthly staff meetings for effective communication between senior leadership and employees.
• Attend office manager meetings as requested.
• Ensure the clinic maintains all OSHA standards and areas are clean and orderly.
• Conduct monthly safety and environmental audits.
• Address patient complaints and formulate resolution plans.
• Ensure proper handling of cash received and approve cash deposits.
• Meet with outside vendors as needed.
• Available after regular business hours to address emergency situations.
• Complete all mandatory training as required.
• Perform other duties as assigned.
• For locations with “after hours” clinics, manage all operational aspects including after-hours operations.

Quality and Customer Satisfaction

• Demonstrate commitment to superior customer experiences with a service-oriented attitude.
• Collaborate with others to coordinate care, resolve concerns, and address the needs of patients, family members, physicians, and employees.
• Consider patient and employee safety; take initiative to identify and eliminate risks.
• Respect and consider patient rights to privacy and comply with all HIPAA guidelines for maintaining confidentiality.

Interpersonal Skills

• Communicate professionally and appropriately at all times.
• Build strong working relationships with co-workers and staff while recognizing individual talents and perspectives.
• Identify, analyze, and solve problems.
• Address potential conflicts and provide effective resolution.

Accountability and Productivity

• Accept responsibility for decisions and actions.
• Utilize appropriate resources to effectively and successfully execute responsibilities.
• Adhere to regulatory and company policies and procedures.

Requirements

• High school diploma or equivalent.
• Associate degree in a healthcare-related field or an equivalent combination of education and experience in a healthcare setting.
• 3 years of prior medical experience preferred.
• Working knowledge of computer applications.
• Ability to speak, read, and write effectively.
• Ability to work independently without direct supervision.
• Ability to coordinate, analyze, observe, make decisions, and meet deadlines in a detail-oriented manner.

Equipment Used

• General office equipment such as telephone, copy machine, fax machine, scanner, and personal computer.

Working Conditions

• Indoor, temperature-controlled, smoke-free environment.
• Occasional outdoor exposure.
• Exposure or potential exposure to blood and bodily fluids may be required.
• May work under stressful situations.
• Handicapped accessible.

Physical Requirements

• Good visual acuity and ability to verbally communicate.
• Ability to lift, lower, push, pull, and retrieve objects weighing a minimum of 25 pounds.

Direct Reports

All non-provider staff at the site.