Site Manager

About the role

The Site Manager oversees all administrative operations in a designated office, effectively managing administrative duties and staff, and supervising all support personnel.

Responsibilities

• Acts as a Front Desk Representative and/or Medical Assistant.
• Performs duties in accordance with the Company’s Mission, vision, and goals while maintaining HIPAA compliance.
• Organizes administrative functions and ensures efficient day-to-day operations of related staff.
• Manages staff schedules, ensuring coverage during absences and appropriate utilization of support staff.
• Defines job responsibilities for administrative staff and assists through coaching, mentoring, and development activities.
• Completes administrative and clinical personnel evaluations.
• Establishes and maintains an environment that promotes professional practices and standards.
• Serves as a role model in leadership, communication, and management.
• Complies with established best practices, policies, and procedures.
• Acts as a patient advocate, ensuring patient rights, safety, and dignity are protected.
• Identifies and corrects problem areas within the office.
• Oversees proper handling of patient medical records under HIPAA regulations.
• Ensures appointments are scheduled according to internal policies and procedures.
• Manages patient balance collections.
• Promotes smooth interdepartmental relations and interaction.
• Orders necessary office supplies.
• Creates, reviews, and manages daily reporting, ensuring accurate and timely submission.
• Cross-trains staff to ensure effective coverage during absences.
• Manages doctors' and office schedules.
• Handles patient complaints in a timely and appropriate manner.
• Ensures accuracy of time cards for payroll and meets approval deadlines.
• Works with senior management to develop and monitor effective workflows.
• Attends operations meetings as necessary.
• Balances team and individual responsibilities, fostering a positive team environment.
• Independently resolves situational issues using problem-solving skills.
• Communicates routinely with management.
• Performs other duties as assigned.

Requirements

• High School Diploma or GED and three (3) years of medical office management experience; or an equivalent combination of education and experience.
• Knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Excellent written and oral communication skills, including exceptional customer service.
• Ability to establish and maintain effective working relationships with doctors, clinical staff, co-workers, and the public.
• Ability to work both independently and within a team.
• Ability to follow verbal and written instructions.
• Flexibility in work schedule.
• Patience and understanding during stressful conditions related to patient health and emergent situations.
• Strong multitasking and prioritization skills.
• Extreme attention to detail and strong organizational skills.
• Problem-solving and reasoning abilities.
• Ability to meet predefined quality standards.
• Professional attitude and appearance at all times.
• Working knowledge of the healthcare field, medical specialty, and medical terminology.
• Strong desire to provide excellent customer service and comply with organizational rules and regulations.

Preferred Qualifications

• Bachelor’s Degree from an accredited college or university.
• Four (4) years of prior experience working in a medical practice.
• One (1) year of prior experience working with an Electronic Medical Record (EMR).

Driving/Travel

The employee must have reliable transportation. Travel for this position may be required up to 40%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.