Description

JOB TITLE: Office Manager

**4 DAY WORK WEEK M-THURS**

**FREE PARKING**

**COMPETITIVE BENEFITS**

GENERAL STATEMENT OF DUTIES: Directs, plans, and coordinates the work of clerical and clinical staff.

SUPERVISION RECEIVED: Reports directly to the COO.

SUPERVISION EXERCISED: Supervises office staff including Medical Assistants, Front Office staff, and other staff as needed.

TYPICAL PHYSICAL DEMANDS: Requires prolonged sitting, bending, stooping, lifting, and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires normal range of hearing and eyesight correctable to 20/20 to record, prepare and communicate appropriate reports. Requires good oral and written communication skills.

TYPICAL WORKING CONDITIONS: Work is performed in an office environment. Work may be stressful at times

EXAMPLES OF DUTIES: (This list does not include all the duties assigned.)

1. Delegate responsibilities and work activities of support staff.
2. Assist office staff with developing and implementing short/long-term work plans and objectives for office functions.
3. Assist all office staff in understanding/implementing organizational policies and procedures.
4. Develop guidelines for prioritizing work activities.
5. Help establish deadlines for work assignment and completion. Monitor work status and progress.
6. Identify, analyze, and resolve work problems.
7. Attends to needs and demands of physicians.
8. Conflict resolution with patients in office and on phone.
9. Liaison between ARA and the building management, building support staff, and parking management.
10. Assist in the recruiting, hiring, and coaching of staff.
11. Ensure office supply inventory is current, mail is opened and processed.
12. Ensure office is operational during business hours.
13. Work with PT Director to ensure cohesive workflow with all staff and patients where applicable.
14. Support the ARISE department as needed.
15. Assist ARISE with the safety and storage of ARISE drugs when infusion clinic is closed, or staff is unavailable.
16. Ensure that requests for information are handled promptly and effectively.
17. Work with other administrative staff to ensure efforts are coordinated and high-quality patient care is provided.
18. Assist with equipment trouble shooting.
19. Maintains/oversees physicians’ schedules; block, rearrange and/or reschedule patients as needed to ensure proper patient flow.
20. Review and approve staff’s time sheets.
21. Participate in professional development activities.
22. Participates in annual staff performance evaluations.
23. Monitor ChartGuard on a weekly basis.
24. Monitor Ratings MD Surveys. Publish survey responses and inform providers of any negative reports.
25. Monitor Phreesia notifications.
26. Monitor and/or supervise weekly No Show/Same Day Cancellation logs.
27. Maintain out of office alerts in EHR.
28. Ensure Recall Letters are sent out in a timely fashion.
29. Monitor Marketing Report.
30. Send out Luma broadcasts and monitor Luma waitlists.
31. Monitor and verify Phreesia self-schedules.
32. Run the Out of State Virtual Visit report.
33. Participate in weekly meetings as required.
34. Perform related work as required.
35. Other Duties as Assigned: The assignment of duties to employees is not limited to the content of this job description. Other tasks and assignments may be related to the work usually assigned to the employee, but in some circumstances may be completely unrelated.

PERFORMANCE REQUIREMENTS: Knowledge, Skills, and Abilities

1. Knowledge of organizational policies, procedures, and systems.
2. Knowledge of computer systems and applications.
3. Knowledge of medical practices terminology.
4. Knowledge of grammar, spelling, punctuation, and sentence structure to answer correspondence and prepare reports.
5. Skill in planning, organizing, delegating, and supervising.
6. Skill in evaluating the effectiveness of existing methods and procedures.
7. Skill in operating all office equipment.
8. Ability to deal with patients, medical and administrative staff, and the public effectively.
9. Ability to read, interpret, and apply policies and procedures.
10. Ability to communicate verbally and via the written word in a clear manner.
11. Knowledge of insurance operating procedures and practices.
12. Ability to read and understand insurance EOBs.
13. Knowledge of billing/collection practices.

COMPLIANCE:

1. Follows guidelines for maintaining patient confidentiality.
2. Demonstrates a strong commitment to honest and responsible corporate conduct.
3. Identifies, reports and/or prevents any fraudulent or unethical behavior.
4. Initiates notification to management if inappropriate behavior is observed within the organization.
5. Develops a style and methodology that encourages employees to report potential problems.

HIPAA-Minimum Necessary Access to PHI

The responsibilities associated with this position allow access to the computer role of Site Administrator only.

We are committed to enforcing minimum necessary access to our patients’ PHI by limiting the uses and disclosures of this information within our practice.

In order for this employee to carry out his/her job (carry out TPO) in a manner that best serves our patients, the employee needs access to the afore mentioned

computer role. Role descriptions are explicitly defined in our HIPAA manual. Access to computer information is password protected. Upon termination of an employee, his/her password will be deleted from the system.

EDUCATION:

Minimum bachelor’s degree preferred.

EXPERIENCE:

Minimum 5 years physician office supervisory experience.

DISCLAIMER:

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.

Qualifications