Office Administrator

Job Summary: We are seeking a highly organized and proactive Office Administrator with HR and administrative experience to manage day-to-day operations at our clients cardiology clinic. This onsite role will oversee all administrative, scheduling, and compliance tasks, ensuring the smooth operation of the clinic while providing exceptional support to staff and patients.

Key Responsibilities:

• Scheduling and Patient Management:
• Oversee patient appointments and manage clinic calendars.
• Ensure smooth clinic flow by coordinating patient visits and minimizing scheduling conflicts.
• Front Desk Operations:
• Handle patient inquiries, insurance verification, and other front-office administrative tasks.
• Assist patients with appointment scheduling, follow-ups, and addressing their concerns.
• Vendor Management:
• Manage relationships with suppliers, ensuring timely delivery of medical supplies and equipment.
• Track and ensure the clinic has adequate stock and manage inventory.
• IT, Phone/VOIP, FAX, and Internet Contracts:
• Manage all IT-related help desk requests.
• Oversee and maintain contracts for phone systems (VOIP), FAX services, and internet for the clinic.
• Compliance and Documentation:
• Ensure compliance with healthcare regulations, including HIPAA.
• Maintain accurate and up-to-date patient records, ensuring confidentiality and security.
• Office Coordination:
• Manage staff schedules, clinic logistics, and assist with day-to-day operational tasks.
• Coordinate office maintenance and ensure a comfortable and efficient working environment.
• EMR Maintenance and Licensing:
• Ensure proper functioning and maintenance of all Electronic Medical Record (EMR) systems.
• Oversee the renewal and management of all EMR-related licenses and certifications.
• Malpractice Insurance and Leases Administration:
• Oversee the renewal of malpractice insurance for physicians and ensure compliance with insurance requirements.
• Administer leases for office spaces, ensuring timely renewals and adherence to lease terms.
• Office Supply and Equipment Management:
• Monitor and manage office supply needs, including inventory replenishment.
• Oversee maintenance and service contracts for medical equipment (e.g., treadmills, echocardiography machines), as well as furniture needs (procurement and repairs).
• HR/Staff Support:
• Assist with HR functions, including maintaining staff records, overseeing staff training, and ensuring HR compliance.
• Coordinate with Med Karma’s offsite HR team for support on recruitment, employee benefits, and payroll.

Qualifications:

• Proven experience as an Office Administrator or in a similar role, preferably in a healthcare or cardiology setting.
• Strong knowledge of HR functions and experience with HR administration.
• Familiarity with healthcare regulations, compliance, and EMR systems.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Proficiency in office software (e.g., MS Office Suite, scheduling software).
• Strong communication and interpersonal skills.
• Ability to work independently and in collaboration with a team.

Additional Information:

• Med Karma will provide offsite support for accounting and HR needs.
• The Administrator will be fully trained and integrated into the clinic’s workflow.

If you're an experienced office administrator with HR experience, and you thrive in a fast-paced, healthcare-focused environment, we encourage you to apply and be part of a dynamic cardiology practice.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Upland, CA 91786 (Required)

Ability to Relocate:

• Upland, CA 91786: Relocate before starting work (Preferred)

Work Location: In person

Salary : $45,000 - $50,000