Office Manager/Bookkeeper

Job Summary: The Office Manager / Bookkeeper is responsible for providing administrative support and assisting with daily operations in a medical office setting. Your duties will include opening and closing tasks, managing front desk activities, assisting with patient check-ins and check-outs, scheduling appointments, and ensuring smooth communication between staff and patients. You will also be responsible for processing transactions, handling patient consent forms, executing semaglutide shipping, and assisting with creating an annual marketing calendar Front desk is also responsible for verifying payment, quotations, and post operative appointments for surgery and medspa patients.

Essential Job Functions

● Promotes the mission, vision, and values of the organization.

● Protecting the patient’s rights, dignity, and privacy.

● Providing a seamless customer experience.

Duties and Responsibilities:

1. Manage Administrative Staff: Hire, train, supervise, and evaluate administrative staff, including administrative assistants and front desk managers. Ensure staff are properly trained, motivated, and performing their duties effectively.

2. Ensure Compliance: Stay up-to-date on relevant regulations and laws, including HIPAA, OSHA, and other relevant guidelines, and ensure that the office is compliant with these regulations. Develop and implement policies and procedures to ensure compliance.

3. Manage Office Operations: Oversee day-to-day operations of the office, including scheduling, patient flow, and inventory management. Implement and monitor systems and processes to improve efficiency and ensure the smooth running of the office.

4. Customer Service: Ensure that patients receive excellent customer service at all times. Address patient concerns and complaints in a timely and professional manner.

5. Recruitment and Staffing: Develop and implement strategies for attracting and retaining talented employees. Manage the recruitment process, including job postings, screening resumes, conducting interviews, and making job offers.

6. Onboarding and Orientation: Develop and implement an onboarding program for new employees, including orientation, training, and integration into the company culture.

7. Benefits Administration: Manage employee benefits programs, including health insurance, retirement plans, and other employee benefits. Ensure compliance with all federal and state regulations related to employee benefits.

8. Payroll and Compensation: Manage payroll and compensation programs, including salaries, bonuses, and other forms of compensation. Ensure compliance with all federal and state regulations related to payroll and compensation.

9. Performance Management: Develop and implement performance management programs, including setting performance goals, conducting performance evaluations, and providing feedback and coaching to employees.

10. Employee Relations: Manage employee relations issues, including employee complaints, grievances, and disciplinary actions. Ensure compliance with all federal and state regulations related to employee relations.

11. Compliance: Ensure compliance with all federal and state regulations related to employment, including equal employment opportunity, affirmative action, and workplace safety regulations.

12. Administrative Support: Oversee day-to-day office operations, including managing the office budget, ordering supplies, and managing office equipment and technology.

13. Financial Management/Bookkeeping: Assist the CEO/Practice Owner with financial management, including budgeting, forecasting, and revenue cycle management. Monitor accounts receivable and accounts payable, and work with billing and collections staff to ensure timely payment.

14. Marketing and Business Development: Assist with marketing and business development activities, including developing and implementing marketing strategies and identifying new revenue streams.

15. Data Analysis: Collect, analyze, and report data on office operations, patient satisfaction, and financial performance. Use this data to identify opportunities for improvement and make data-driven decisions.

Professional Requirements

● Adhere to dress code, appearance is neat and clean.

● Complete annual education requirements.

● Maintain patient confidentiality at all times.

● Report to work on time and as scheduled.

● Maintain regulatory requirements, including all state, federal and local regulations. ● Represent the organization in a positive and professional manner at all times.

● Comply with all organizational policies and standards regarding ethical business practices. ● Communicate the mission, ethics and goals of the organization.

● Participate in performance improvement and continuous quality improvement activities. ● Attend regular staff meetings and in-services.

● Pursues professional growth and participates in a professional organization.

● Acts as a patient advocate and maintains privacy and confidentiality of all appropriate information.

Knowledge, Skills, and Abilities

● Strong organizational and interpersonal skills

● Ability to determine appropriate course of action in more complex situations

● Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude ● Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work

● Ability to maintain confidentiality of all medical, financial, and legal information

● Ability to complete work assignments accurately and in a timely manner

● Ability to communicate effectively, both orally and in writing

● Ability to handle difficult situations involving patients, physicians, or others in a professional manner

● Knowledge of QuickBooks

Qualifications:

● Bachelor's degree in business administration or related field preferred.

● Minimum of 5 years of experience in healthcare administration or related field.

● Experience managing staff and overseeing day-to-day operations of an office or clinic.

● Strong communication and interpersonal skills.

● Excellent organizational and problem-solving skills.

● Familiarity with healthcare regulations and laws, including HIPAA, OSHA, and Medicare regulations.

Physical Requirements and Environmental Conditions

● Physically demanding, high-stress environment

● Exposure to blood and body fluids, communicable diseases, chemicals, radiation, and repetitive motions

● Pushing and pulling heavy objects

● Full range of body motion including handling and lifting patients

● Manual and finger dexterity

● Hand and eye coordination

● Standing and walking for extensive periods of time

● Lifting and carrying items weighing up to 50 lbs

● Corrected vision and hearing to within normal range

● Working under stressful conditions

● Working irregular hours including call hours

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $50,000