Multi-Unit Office Manager

Multi- Unit Office Manager

Responsible for developing and implementing the corporate mission and strategic vision within their practice. Acts as the principal liaison between practice locations and headquarters. Acts as the operational lead at the office level, including HR management, P&L oversight, business development initiatives, improvement activities, general administrative tasks, and monitoring for regulatory compliance. Puts a high priority on developing and maintaining excellent communication and working relationships with clinic providers and acts as a strong advocate for staff and patients. Displays ethical leadership and prioritizes a fair and balanced approach in all matters. Balances revenue maximization and cost controls with quality patient care. 

Job Type: Fulltime 

Wage Range: $75,000/Yr to $85,000/Yr  DOE

Essential Functions & Responsibilities:

• P&L oversight driving top and bottom-line growth, with an emphasis on managing an annual budget. 
• Daily oversight of front and back-office operations, ensuring smooth workflows and role responsibilities are met for multiple offices.
• Reports directly to the assigned Operations head to develop and implement the corporate mission and strategic vision across all assigned practices.
• Works closely with Revenue Cycle to ensure A/R is optimally liquidated, denials are minimized, refunds are issued, PENDI’s are addressed, charts are closed timely, and questions are promptly answered to the billing & claims team.  
• Works closely with Credentialing & Enrollment to ensure all business and provider licenses are paid, up to date, and in good standing and that all available enrollments are completed and active for current and incoming providers. 
• Works closely with HR by interviewing, hiring, orienting, and evaluating, ensuring optimal staffing at all times (with approval from Corporate Offices) along with managing staffing schedules, PTO requests & payroll system maintenance. 
• Works closely with IT to ensure that hardware and software needs are identified and met, including hardware tools for staff and software updates for systems. 
• Works closely with the Call Center to ensure that wait times, enrollment status, incremental days, and provider biographies are clear and current for optimized schedules as well as addressing call escalations. 
• Works closely with Account & Finance to submit and track Account (A/P, A/R) requests, PAFs, payroll & banking needs. 
• Works closely with Marketing to develop and launch effective campaigns to increase appointment volume, cross-sell services, capture market share, and maintain a stellar reputation in the community on behalf of both the providers and the practice.
• Assists PMs and M&A with operational integrations as needed, regionally. 
• Attend weekly operational meetings, and monthly 1:1 operational and financial reviews with the operation head(s).

INVENTORY CONTROL:

• Tracks supply expenses, maintains responsive PAR levels for cosmetic, medical & office supplies, reduce shrinkage, and controls spending. Performs EoM & EoY inventory counts on time, and if the responsibility is delegated, signs off that all counts are true and accurate. 
• Periodically monitor inventory for expiration dates: discard expired drugs, products, and supplies. Report expiration and arrange refunds, returns, and credits necessary with purchasing. 
• Secure necessary equipment, both CapEx and routine, as needed and requested by providers. Depending on expense, the business case is presented with a request.

OTHER FUNCTIONS:

• Performs and documents periodic staff meetings and educational in-service including but not limited to OSHA, CPR, and HIPAA.
• Monitors & assures drug reps do not stock unassisted.
• Works to ensure that the site is in regulatory compliance with agencies such as OSHA, CLIA, AHCA, DHS, and others as appropriate.
• Perform duties and interact with all team members facilitating congenial and professional working relationships with subordinates, peers, and superiors, creating a harmonious work environment, and allowing work to flow in a positive, constructive, and professional manner.
• Focus on reputation management in conjunction with the Office Manager.
• Coordinate with the marketing department to create and capture media for continuous updates of all social media platforms
• Collaborate with the marketing department to Create branded material for in-house marketing
• Quarterly cosmetically focused patient event planning and management
• Can step in and act in any operational role in the event of staffing shortages or emergencies.
• Attend occasional after-hours, before-hours, or weekend meetings or trainings as needed and required, with advanced notice.

Qualifications & Experience Required:   

• Four or more years of experience in progressive and hands-on managerial experience in medical practices.
• Bachelor’s degree preferred or an equivalent combination of education and experience.
• Demonstrated knowledge of healthcare fiscal management and human resource management practices.
• Excellent organizational skills with the ability to gather, analyze, and interpret information.
• Understanding of electronic medical record and billing systems and related applications
• Ability to apply policies and principles to solve everyday problems and deal with a variety of situations.
• Ability to establish priorities and coordinate work activities.

Excellent written and verbal communication skills

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid time off
• Retirement plan
• Health Savings Account

Salary : $75,000 - $85,000