Office Manager - Specialty Clinics

Description

ORGANIZATIONAL DESCRIPTION

The office manager is responsible for handling the day-to-day operations of the specialty clinics. The manager is also responsible for coordinating electronic medical data for the clinic to ensure financial success through proper claims handling and submission. Works as a CMA to cover patient clinic days. Serves as Athena superuser.

INTERACTION

Primarily Interacts with: administration, physicians, employees, clinical and non-clinical departments, patients, visitors, vendors, and volunteers.

PRIMARY FUNCTIONS

• Manage day-to-day operations of the specialty clinics. 
• Oversee the completion of various administrative tasks of the clinics.
• Resolve any medical-administrative problems and keep a line of communication open with staff to ensure high employee morale and a professional, healthful clinic atmosphere.
• Timely and effectively address concerns and complaints. React calmly and effectively in stressful or emergency situations.
• Coordinate efforts with Administration and billing office to improve the clinics financial component.
• Serve as EMR super-user for specialty clinics.
• Provide leadership in guiding and coordinating practice operations for GRMC specialty clinics in collaboration with CEO.
• Aid specialty clinics with financial reporting as requested by CFO.
• Work within the scope of practice for a certified medical assistant in regard to performing clinical duties.
• Accurately and timely document in the Electronic Medical Record.
• Verify insurance and obtain authorizations, collect payments, and schedule appointments.
• Resolve manager hold accounts.
• Answer telephone calls and take messages when appropriate.
• Responsible for electronic filing of patient charts and preparing medical records.
• Prepare patient charts to ensure office efficiency.
• Support appropriate billing, coding, and claims submission information.
• Manage and ensure timely claims submissions.
• Maintain and order office supplies as needed.
• Prepare and report on quality and financial initiatives.
• Post payments to patient accounts.
• Order radiology and laboratory testing as requested by the surgeon.
• Submit written prescriptions timely.
• Enter CPT charge codes and diagnose codes to patient account as documented by surgeon for services rendered.
• Send referral requests as ordered by the surgeon.
• Review and update as appropriate the clinic fee schedule at least annually.
• Cordially greet and assist patients and visitors.
• Arrange patient appointments for Physician.
• Maintain EMR-Specific knowledge through AthenaHealth training opportunities.
• Ensure Compliance with federal and state regulatory requirements and serve as a member of the Compliance Committee.
• Provide exemplary customer service.
• Maintain confidentiality and compliance with HIPAA.
• Cooperate with other personnel to achieve departmental objectives and maintain good employee relations, inter-departmental objectives, and infection control policies.
• Cordially demonstrate timeliness and professionalism in appearance, communications, and actions during all interactions and with all individuals and entities.
• Solve practical problems, dealing with a variety of issues, and interpret a variety of instructions furnished in written and oral form.
• Attend meetings as required.
• Perform other duties as requested or assigned.

Requirements

ABILITY TO USE EQUIPMENT, TOOLS, MATERIALS, MACHINES: Computer, telephone, facsimile machine, copier, scanner, printer, calculator and other standard office equipment. 

EDUCATION/EXPERIENCE/SKILLS/ABILITIES

Education:

• High School Diploma or equivalent required, some college experience preferred
• Certified Medical Assistant 

Experience:

• Three years of medical office management required
• Orthopedic or General Surgery experience strongly preferred
• AthenaHealth EMR experience strongly preferred

Personal Job-Related Skills / Abilities:

• Advanced insurance terminology and medical knowledge required.
• Knowledge and experience in all aspects of billing.
• Knowledge of regulations related to Medicare, Medicaid, and commercial insurance.
• Must be committed to quality and patient safety at all times.
• Excellent command / highly proficient in spoken and written English; bilingual in Spanish preferred.
• Intermediate computer skills, including but not limited to: Microsoft Office, scheduling and payroll systems, electronic medical documentation, and email.
• Must be effective at adjusting to change, prioritizing duties, handling stress and effectively communicating face-to-face and/or over the telephone.
• Must be able to work independently, and flexibly, and as a part of a multidisciplinary team.
• Must be able to manage several interruptions throughout the shift.
• Must have strong interpersonal and communication skills, verbal and written.
• Must have strong time management skills.
• Must be able to work under pressure while interacting in a helpful, courteous manner with a high degree of patient contact.
• Sufficient hearing, vision, and dexterity to perform duties safely.

Physical and Mental Requirements:

Physical:     

Activity Up to %

• Walking: 40  
• Squatting: 10
• Standing: 40  
• Pulling: 10
• Kneeling: 10  
• Reaching: 35
• Sitting: 80  
• Lifting up to 35lbs: 20
• Pushing: 10  
• Wrist/Finger Movements: 90
• Bending: 20   
• Climbing: 10   

Mental:     

• Stress Level Moderate to High

Individual position core competencies:

• Quality
• Service Excellence
• Compassion
• Professionalism
• Fiscal Responsibility

Required education within first 60 days (if employee is from outside organization).

• GrahamRMC Orientation
• Department Orientation

Continuing/Annual Education and Training:

• As needed to maintain certification/ licensure of position
• Falling Star Program
• Safety Storm Program

SUPERVISION

Employees Supervised: __Yes__ 

ADA REQUIREMENTS

Each category is grouped under a percentage rating based on the frequency the condition is expected to occur.

Frequency of Condition 1-33% 34-66% 67%

1-33%

• Extreme Heat
• Extreme Cold 
• Extreme Swings in Temperature 
• Extreme Noise  
• Working Outdoors 
• Mechanical Hazards 
• Electrical Hazards 
• Explosive Hazards
• Fume/Odor Hazards
• Dust/Mite Hazards  
• Chemical Hazards   
• Toxic Waste Hazards  
• Radiation Hazards   
• Wet Hazards 
• Heights
• Other Conditions 

67%

• Working Indoors

OSHA Classification:

Identify with a check the OSHA Job Category that describes this job. The intent is to enhance worker protection by identifying any risk in the performance of routine and reasonably anticipated job-related functions.

__X__ Category II: Tasks that involve no exposure to blood, body fluids or tissues but employment may require performing unplanned Category I tasks.

The normal work routine involves no exposure to blood, body fluids or tissues, but exposure may be required as a condition of employment. Appropriate protective measure, such as gloves, masks, goggles, and gown are readily available to every employee engaged in Category II tasks.

ADDITIONAL INFORMATION

The employee will demonstrate continuous commitment to the maintenance of a clean and safe work environment that is compliant with applicable regulatory agency requirements. The employee will follow established infection control procedures.

The employee will ensure the effective and safe use of all equipment used in his/her activities, if applicable.

The competence of the employee in performing his/her job duties is evaluated during orientation to his/her position and will be demonstrated, maintained, and improved on an ongoing basis. The employee will adhere to the assigned schedule and report to work on time.

The employee shall abide by the requirements set forth in the Code of Conduct and report suspected violations of the Code of Conduct.

The employee will recognize, appreciate, and incorporate an employee’s, patient's, and patient’s family's unique differences, such as culture, spiritual beliefs, gender, race, ethnicity, lifestyle, socioeconomic status, age, and values, into an individualized plan of care or plan of action.

The statements contained in this position description reflect the general duties considered necessary to describe the principal functions of the job as identified. They shall not be considered a detailed description of all the work requirements that may be inherent in the position. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

The job description does not constitute a contract of employment and the company or employee may exercise its employment-at-will rights at any time.

LEADERSHIP ADVISORY ADDENDUM

I understand as a Department Head I am responsible, either personally or through delegation, for:

• Integrating the service into the organization’s primary functions.
• Coordinating and integrating interdepartmental and intradepartmental services.
• Developing and implementing policies and procedures that guide and support the provision of services.
• Recommending a sufficient number of qualified and competent persons to provide care, including treatment and quality customer service.
• Determining the qualifications and competence of department personnel who provide patient care services.
• Continuously assessing and improving the performance of care and services provided.
• Maintaining quality control programs, as appropriate.
• Orienting and providing in-service training and continuing education of all persons in the department.
• Recommending space and other resources needed by the department.
• Participating in the selection of sources for needed services not provided by the department or the organization.
• Develop, revise, recommend, and interpret policies and procedures for department to ensure all applicable laws and governmental guidelines are followed and that employees are treated in equitable manner.
• Select, orient, train, schedule, assign, direct and supervise department personnel. Evaluate work performance and initiate or recommend personnel actions such as merit increases, promotions, demotions, transfers, disciplinary action, and/or termination.
• Maintain effective and appropriate staffing by collaborating on recruitment and selection of qualified candidates, monitoring employee turnover, overtime, and absenteeism.
• Act as a role model in all settings using standard precautions.
• Consistently and fairly implement human resources policies.
• Perform and facilitate completion of department performance evaluations and competency assessments in a timely manner.
• Responsible for accuracy of department payroll; including approval via Paylocity. Manage time to stay within budgetary limitations. Adjust staff in relation to projects needing completion