Office Manager III - Belvidere Medical Building

General Description

The Office Manager III is responsible for managing, organizing and directing the daily operations of the Medical, Dental and Women’s Health Front Desk staff. An employee in this position will manage, train, motivate and guide the Dental Assistants, Clerk II, Senior Clerks and Principal Clerks to execute their tasks. This position will also monitor individual and team performance per current key performance indicators and documents progress, create and maintains schedules to maximize and control staffing levels, create, implement, adjust and maintain programmatic processes and procedures, and more.

Scheduled Hours: 40 hours per week

Essential Functions

• Recruits, directs and evaluates clerical staff and dental assistants and completes performance appraisals
• Assures appropriate clerical staffing, performance and training throughout the site.
• Determines and coordinates employee leave schedules and arrange coverage or replacement as needed
• Monitors time and attendance daily
• Creates, implements, adjusts and maintains programmatic processes and procedures to ensure federal and state requirements are followed and to improve workflow, efficiency and cost effectiveness.
• Supports clerical staff and dental assistants to help them to achieve customer service and performance excellence.
• Evaluates and addresses customer service opportunities and successes.
• Measures, monitors and evaluates key performance indicators and document outcomes of these measures.
• Counsels staff as needed to help improve program efficiencies.
• Conducts staff meetings for clerical and dental staff monthly to include agenda minutes and maintain records for all meetings.
• Maintains a thorough working knowledge of LCHD computer applications that relate to clerical and dental functions in NextGen as well as management functions in BOSS and trains in these systems as appropriate.
• Responsible for monitoring the site rejection rate and complete PDSAs to develop a plan to fix and minimize from desk billing rejection.
• Responsible for and manages site deposits and ensures collection processes and procedures are followed. In the event of an OM absence only, a designated backup in the role of Senior or Principal clerk may be used.
• Conducts weekly audits on staff compliance as assigned by the Service Area Business Office.
• Responsible for meeting the annual collection budget at the site.
• Assist Practice Manager with statistical and financial processes.
• Assures that the dental sterilization processes are followed and completed with timely sign off on sterilization logs.
• Learns equipment and supply needs and basic inventories, including office supplies and coordinates ordering supplies.
• Leans and utilizes the computer system to assist with monitoring, tracking, and ordering purposes.
• Distribute all outstanding encounter reports to providers for timely completion of billing according to policy and to maximize revenue, provide updates and feedback to Practice Manager, Health Center Medical Director, and Associate Director of Dental Operations.
• Monitors assigned KPI and completed monthly report as assigned by Practice Manager, Business Office, and Associate Director of Dental Operations.
• Monitors the workflow of the whole clinic site daily to enhance the patient experience and use the quality processes with the Practice Manager, RN Manager, and Health Center Medical Director as necessary.
• Provides timely training to staff as needed or when assigned.
• Implements, adjusts, and maintains programmatic processes and procedures to ensure established guidelines for patient registration including insurance verification, vaccine eligibility, sliding fee, and federal and state requirements are followed to maximize revenue.
• Ensure that all site confirmation calls are completed, and staff follows up on no-show patients.
• Ensures that EPM reports are completed daily, weekly and or monthly as assigned by the Business Office and submits monthly report to Business Office
• Develops and maintains a basic knowledge of the Health Department and Community Health Center’s services.
• In collaboration with the Patient Access Center’s Office Manager, assists with the development of monthly templates for clinic schedules for both medical and dental, monitor all provider schedules for efficient scheduling practices and productivity.
• Manage patient flow of walk-ins and appointments scheduled at the clinic.
• Assist with the facilitation of the Dental WIC project in collaboration with WIC services.
• Develops and maintains a working knowledge of individual Emergency Preparedness role.
• Participates in quality improvement activities to assess, monitor, and improve program services
• Participates in mandatory in-services and drills, attends staff meetings, and other appropriate educational trainings offered on a regular basis for professional development.
• Reports all unusual occurrences that may involve the safety and well-being of clients and co-workers directly to the supervisor and/or Safety Officer.
• Performs other duties as assigned.

Knowledge Skills Abilities and Education Required

• Associates or Bachelors preferred with 3 years supervisory experience, preferably in a healthcare setting.
• High school diploma or equivalent required with 5 years supervisory experience in a healthcare setting.
• Strong knowledge of Microsoft Office, especially database management and reporting.
• Possesses strong verbal and written communication skills; presentation experience is a plus.
• Strong critical thinking and interpersonal skills are required with the ability to work independently.
• Ability to multi-task and prioritize workload to meet organizational deadlines is required.
• Ability to work well in a team environment.
• Must be able to work flexible hours and/or days including occasional weekends.

Supplemental Information

As the largest human service provider in Lake County, we believe that services must be available without barriers. No residents are turned away due to the inability to pay. We believe in providing services in an environment of mutual respect, free of discrimination or bias. Whether assuring accessible and effective care, impacting policy, or assessing and monitoring risks, the Lake County Health Department and Community Health Center has been an essential part of the public health system in Lake County for 60 years. We are looking for passionate, qualified team members who can help make a difference in our agency and, most importantly, in our community.

Additional information about the Lake County Health Department, our culture, and why you should join our team can be found athttps://lakecountyil.attract.neogov.com/health-department.

At this time, you must live in Illinois or Wisconsin to be eligible to work at Lake County Health Department. You can find our salary grades athttps://www.lakecountyil.gov/4515/Salary-Grades. For unionized positions, a list of our collective bargaining agreements can be found here:https://www.lakecountyil.gov/2686/Collective-Bargaining-Agreements.

Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.

The Lake County Health Department and Community Health Center is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics.