Office Manager

Description

Job Title: Office Manager

Location: Coastal Health

Coastal Health is seeking a reliable and dedicated Office Manager to oversee the daily operations of our medical office. This role is crucial in ensuring the smooth functioning of the office, managing staff, and handling administrative duties, including office accounts and patient-related processes.

Key Responsibilities:

• Uphold and embody the DREAM values in every aspect of work.

• Supervise and support the day-to-day activities of office staff, including front office personnel, medical assistants, referral coordinators, and other team members.

• Conduct daily huddles to discuss motivation, urgent needs, daily forecasts, staffing, and more.

• Manage patient volume, including new patient referrals and patient retention.

• Serve as a liaison between support staff and the home office, sharing important updates and information.

• Oversee provider time off and schedule management.

• Ensure the office is staffed efficiently within budget guidelines and MGMA baseline recommendations.

• Manage employee payroll and time-off requests.

• Regularly review and update the Manager Quick Start Guide.

• Maintain a smooth and efficient flow of administrative operations to ensure timely and effective patient care.

• Monitor and maintain medical instruments, office furniture, and equipment, ensuring replacements or repairs are made when necessary.

• Oversee medical records management and ensure all paperwork is processed efficiently.

• Ensure accurate and timely medical billing and claims submission, including processing insurance requests and following up on unpaid patient balances.

• Stay informed about changes in employment and privacy laws, HIPAA regulations, and other legal requirements impacting medical office operations.

• Lead recruitment efforts, including staff training, coaching, and performance evaluations.

• Support and enforce policies, procedures, safety standards, quality improvement initiatives, infection control practices, and compliance with accreditation and regulatory requirements.

• Coordinate and manage medical and office supply orders, evaluate inventory levels, and maintain optimal stock levels using a First-In, First-Out (FIFO) approach.

• Record deliveries and manage inventory across different facilities as needed.

Qualifications:

• Education: Bachelor’s degree preferred, ideally with coursework in healthcare administration.

• Experience: A minimum of 3-5 years of healthcare experience, including at least 1 year in a managerial or leadership role in healthcare.

Skills & Abilities:

• Knowledge: Strong understanding of medical practices, terminology, and reimbursement policies.

• Skills:

  • Proficient in planning, organizing, delegating, and supervising staff.

  • Ability to evaluate and improve existing methods and procedures.

  • Excellent problem-solving skills.

  • Strong verbal and written communication abilities.

• Abilities:

  • Ability to read, interpret, and apply policies and procedures.

  • Ability to prioritize multiple tasks effectively.

  • Strong interpersonal skills to work with patients, medical, and administrative staff.

Join our team at Coastal Health and be a key part of delivering exceptional care while supporting the efficient operations of our medical office. We offer a dynamic, team-driven environment where you can grow professionally and make a real difference in the lives of our patients.

Qualifications

Education: Bachelor's degree preferred, preferably with coursework in health care administration.

Experience: Minimum three - five years of healthcare experience required, including one year of management or specific leadership experience in health care.

Performance Requirements:

Knowledge:

1. Knowledge of medical practices, terminology, and reimbursement policies.

Skills:

1. Skill in planning, organizing, delegating, and supervising.
2. Skill in evaluating the effectiveness of existing methods and procedures.
3. Skill in problem solving.
4. Skill in verbal and written communication.

Abilities:

1. Ability to read, interpret, and apply policies and procedures.
2. Ability to set priorities among multiple requests.
3. Ability to interact with patients, medical and administrative staff, and the public effectively.