Office Manager

Company: SFP Health Group

Job title: Office Manager
Division/Department: Operations
Reports to: Director of Operations

Job Summary:
The Office Manager plays a critical role in ensuring the smooth operation of office functions, providing support to staff, and overseeing administrative activities. This position requires a highly organized individual who can manage office resources, facilitate communication, and maintain a productive work environment. The Office Manager is responsible for a variety of tasks including managing office supplies, supervising administrative staff, coordinating meetings, and ensuring compliance with organizational policies.

Key Responsibilities:

Oversee the day-to-day operations of the office, ensuring a well-organized and efficient workplace.
Supervise patient scheduling, registration, financial counseling, medical records, data entry, and processing.
Manage office supplies, equipment, and inventory, ensuring resources are stocked and properly maintained.
Ensure efficient coordination of daily office operations in alignment with policies and procedures.
Foster a culture of excellent customer service across all levels of staff.
Implement and maintain office policies and procedures for operational efficiency.
Oversee staff recruitment, training, and performance reviews, building a high-performing medical office team.
Maintain and manage filing and organizational systems to ensure proper documentation and record-keeping.
Resolve patient complaints and implement process improvements to enhance overall patient satisfaction.
Ensure compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations.
Organize and facilitate staff meetings for both administrative and clinical teams.
Coordinate logistics for internal and external meetings, conferences, and events.
Monitor and adjust staffing levels to meet daily operational needs.
Coordinate and schedule meetings, appointments, and events for the office, ensuring seamless logistics.
Manage office communications, including distributing internal memos and handling incoming correspondence.
Assist in special projects as needed, including clinician recruitment.
Troubleshoot office-related issues and proactively address challenges to maintain a productive work environment.
Act as the primary point of contact for office-related vendors, negotiating contracts and maintaining relationships.


Knowledge, Skills, and Abilities:

Proven experience as an Office Manager, Administrative Manager, or in a similar role
Excellent organizational and multitasking skills
Strong leadership abilities with a focus on team collaboration and support.
Proficiency in office software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Knowledge of office management responsibilities, systems, and procedures.
Strong communication skills, both written and verbal.
Familiarity with office equipment (e.g., printers, scanners) and troubleshooting common issues.
Preferred experience with Athena EMR system.

Physical & Mental Requirements: (check all that apply)

Ability to stand or sit for extended periods of time.
Ability to receive and comprehend instructions verbally and/or in writing.
Ability to use logical reasoning for simple and complex problem solving.
Occasionally requires exposure to communicable diseases or bodily fluids.
Occasional travel for clinic activities may be required.

The information listed above is not comprehensive of all duties/responsibilities performed. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.