What are the responsibilities and job description for the Office Manager position at Laboratory to Combat Human Trafficking?
Description
The Office Manager is responsible for day-to-day administrative operations of the clinic. Including but not limited to ensuring a safe working environment for patients, office, and clinical staff, and acts as a liaison facilitating effective communication between Executive Team and staff. Additionally, the office manager is instrumental in maintaining compliance with policies and procedures set forth by the corporation and external regulatory agencies (e.g., OSHA, CLIA, etc.). The Office Manager plays a key role in promoting vision and mission alignment and works cross-functionally with the Clinical Staff, Finance, Operations, and Human Resources. The Office Manager reports to the Chief Operations Officer and has direct supervisory responsibility for multiple job functions within the clinic (NOTE: Site Dependent).
Personnel
The Office Manager is responsible for day-to-day administrative operations of the clinic. Including but not limited to ensuring a safe working environment for patients, office, and clinical staff, and acts as a liaison facilitating effective communication between Executive Team and staff. Additionally, the office manager is instrumental in maintaining compliance with policies and procedures set forth by the corporation and external regulatory agencies (e.g., OSHA, CLIA, etc.). The Office Manager plays a key role in promoting vision and mission alignment and works cross-functionally with the Clinical Staff, Finance, Operations, and Human Resources. The Office Manager reports to the Chief Operations Officer and has direct supervisory responsibility for multiple job functions within the clinic (NOTE: Site Dependent).
Personnel
- Manages all staffing needs - screens all applicants, facilitates hiring of practice staff and conducts performance reviews.
- Assists with clinician recruitment as needed.
- Coordinates staff merit increases, promotions, and disciplinary actions.
- Reviews personnel problems with department superiors and/or COO.
- Consults with Director of Human Resource prior to termination of any employee.
- Monitors and approves staff time and attendance records.
- Manages and approves all time off while maintaining appropriate staffing levels.
- Ensures all job functions are filled by trained personnel during periods of absences, filling in when needed.
- Maintains high morale and good relations with all staff.
- Holds staff meetings at least monthly; prepares meeting minutes, and distributes them to staff, physician(s) and COO.
- Regularly disseminates relevant information from Executive Team to necessary staff.
- Supervises and coordinates activities of personnel, organizing and assigning duties as needed.
- Effectively communication with peers, staff, patients, and clinicians,
- Ability to participate in quality improvement projects of the practice.
- Directing team leads and their respective departments to ensure that all aspects of daily operations and financial processes for the practice are optimized.
- Assisting and guiding the Executive Team in planning, leading, and directing day-to-day clinic operations, providing and analyzing financial reporting.
- Ensures office is opened and closed daily, according to protocol and maintains a leadership presence during operating hours.
- Oversees and distributes work activities and staff schedules.
- Evaluates new ideas, equipment, methods, and processes, implementing as necessary.
- Attends Monthly meetings with COO, prepares and retains minutes.
- Departmental staff meetings as needed.
- Ensures strict adherence with all federal and state labor laws, including FMLA and ADA.
- Works closely with department managers (Clinical, Lab, Billing, Admin), to ensure proper procedures are followed.
- Provides/Arrange/Monitors training to ensures the activities of the practice operations successfully meets it objectives and ensures strict adherence to all applicable regulatory agencies including OSHA and HIPAA.
- Completes other duties as assigned.
- This job has supervisory responsibilities which include the management of practice staff.
- Bachelor’s degree from a four-year college or university; or a minimum of five years medical leadership experience and/or training in medical office management; or equivalent combination of education and experience.
- Excellent written and verbal communication skills.
- Professional demeanor that can represent the practice to patients, vendors, other practices, hospitals, and other health care third parties.
- Experience supervising medical office staff.
- Knowledge of practice management/EHR applications, comfort using Microsoft Office and other web-based systems.
- Ability to problem solve and perform multiple/diverse tasks simultaneously.
- Solid understanding of scheduling efficiency and patient flow in a medical practice.
- Experience with fiscal management.
- A "can-do” attitude that shows initiative, teamwork, and willingness to adapt to change.
- Upholds a neat, professional environment.
- Ability to work under the pressure of stressful situations.
- Ability to sit for extended periods working on computer and telephone.
- Ability to lift a minimum of 30 pounds.
- Ability to bend, stoop, and stretch.
- General indoor conditions.
- Noise: quiet to medium noise.
- Repetitive motion actions: greater than 6 hours with both hands.
- Visual and hearing ability for communication activities and to maintain cleanliness and safety.
- Good verbal and written communication skills necessary for job requirements.
- Must be able to respond to the facility within 30 minutes for management duties, disasters, or call purposes.
