Office Manager

Office Manager

Job Description and Summary

Purpose: As Office Manager, you will be at the heart of the healthcare administrative process, ensuring that all clinic administrative operations run smoothly and efficiently. You will serve as the backbone of the medical office, coordinating various activities from patient processing to record management, all while maintaining a high standard of patient care. Our dynamic nonprofit is seeking a driven and organized individual to lead our team of administrative professionals and support staff. The Office Manager will be responsible for overseeing daily clinic operations and ensuring that all patient needs are met in a timely and professional manner.

Responsible: The Office Manager will serve on a specific Clinic Team and provide support and services for patients, volunteers, and providers by leading volunteers or Admin staff to administer their assigned area which includes but not limited to: general administration, greeting those entering the clinic or on the phones, patient registration and processing, assisting with provider scheduling, and leading Admin volunteers and all the systems needed for effective communication and processing.

Accountable: The Office Manager is accountable to the Admin Lead and then to the Director of Operations

Job Scope and Status: Oak Ridge; Full Time Non-Exempt Employee (Hourly 4 days a week; M-Thursday, 36 hours a week)

The Office Manager will serve, but not limited to, in the follow ways:

1. Conduct yourself with a high level of integrity, respect, and value of others; support our desired culture and create a positive and encouraging work and service environment; use best business practices based on our shared mission and objectives; follow all FMC policies, procedures, manuals and regulations

2. Collaborate with other staff to increase the shared thinking, communication, and information to increase positive objectives, plans, results and outcomes

3. Supervise Admin Associate and Admin Volunteers to ensure a high level of customer service and hospitality are provided to everyone who enters the clinic’s door

4. Assist with management of the phone system and answer incoming phone calls and transfer to the appropriate person as needed

5. Become an expert on the electronic health record (Athena) to ensure problems are resolved quickly and documents are uploaded and placed correctly.

6. Overseeing clinic operations and staff duties.

7. Check patients in and out for appointments when needed.

8. Perform chart audits to ensure patients entering the clinic have all documentation required entered into the system and updated at the designated time frames and as needed

9. Manage the phone system at your clinic location (OnSip; become an OnSip expert)

10. Collaborate with Admin Supervisor to ensure clinic operates at full capacity and efficiency as well as with our Admin staff as needed to ensure quality patient processing

11. Managing the clinic's inventory and notifying Operations Support or Admin Lead when inventory is running low and purchasing is needed

12. Communicate with Admin Lead when maintenance and repair of clinic equipment and/or clinic site is needed

13. Developing procedures in collaboration with Admin Lead and other Admin staff to deliver optimal patient care

14. Managing internal and external communications, and answering queries about the clinic as directed by Admin Lead or Director of Operations

15. Report any issues or concerns to direct supervisor for immediate correction/action

Requirements: The Office Manager should possess the following attributes: Experience in managing a healthcare clinic or work experience in managing another office/administrative setting; Ability to supervise and motivate clinic staff to perform their duties efficiently; Exceptional organizational skills to ensure that quality services are provided; Competency with computer-based systems; Exceptional interpersonal skills for working with patients, healthcare providers, and other staff and volunteers, as well as the public; Excellent written and verbal communication skills; Positive attitude when dealing with difficult situations and/or people; and Flexibility in managing change and chaotic environments and circumstances.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 36 per week

Benefits:

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

Schedule:

• Day shift

Experience:

• Medical office management: 2 years (Preferred)

Ability to Commute:

• Oak Ridge, TN 37830 (Required)

Work Location: In person

Salary : $18 - $21