Medical Office Manager I

Position Summary

We are seeking a highly organized and knowledgeable individual to join our team as a Rheumatology and Infusion Center Office Manager. In this role, you will be responsible for overseeing the day-to-day operations of our practice, ensuring efficient workflow, and meeting the business needs of the organization. The expectations of budget and finance management include oversight of billing/coding, collections, financial management and analysis, inventory management, and purchasing. You will manage various administrative tasks as well, including scheduling, employee management, timekeeping, compliance, and authorizations.

Major Duties and Responsibilities

• Oversees daily office operations and delegates as needed.
• Responsible for providing overall leadership, growth, marketing, administration and performance of all aspects of the practice to ensure accomplishment of its objectives and goals.
• Develops guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
• Create an atmosphere of team building for the site and set a professional example for staff.
• Responsible for personnel functions including staffing, training, monitoring and evaluation of staff.
• Post job openings using Newton Applicant Tracking System and interview new hires for site for administrative and clinical positions.
• Responsible for payroll, accounts payable and charge entry as well as delinquent claims and or bad debt.
• Review financials (i.e. P&L statements, GL reports, inventory control, payroll, etc.).
• Submit daily deposit registers to accounting as well as track timekeeping for employees.
• Analyze costs for overhead based on information from payroll distribution or overtime and schedule employee coverage appropriately.
• Hold weekly and or monthly meetings with managing physician and staff.
• Responsible for resolving patient complaints and customer service issues.
• Maintains strictest confidentiality.
• Other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of organizational policies, procedures and systems.
• Knowledge of clinic office procedures.
• Knowledge of computer systems and applications.
• Knowledge of medical practices, terminology, and reimbursement policies.
• Knowledge of grammar, spelling, punctuation and sentence structure to answer correspondence and prepare reports.
• Skill in planning, organizing, delegating and supervising.
• Skill in evaluating the effectiveness of existing methods and procedures.
• Skill in operating a variety of office equipment and computer programs.
• Ability to work scheduled hours as defined in the job offer.
• Ability to read, interpret and apply policies and procedures.
• Ability to communicate clearly and effectively.
• Ability to set priorities among multiple requests.
• Ability to interact with patients, medical and administrative staff, public effectively.
• Ability to work with minimal supervision.

Education / Training / Requirements

• Associates degree or equivalent.
• Must have 3-5 years of experience in a medical office setting.
• Experience with prior EHR systems, required.
• Management for at least two years preferred in Pulmonology, Dermatology, Sports MED, Ortho, Rheumatology, or Pain management. (Other specialties or PCP experience is ok)
• Revenue cycle management experience. Billing, coding, collections
• Prior Authorization experience in some capacity.
• Clinical experience is not required but preferred.

Physical Demands

• Ability to lift or move equipment.
• Ability to stand and walk for limited periods of time.
• Ability to sit for extended periods of time.
• Ability to enter data into a computer via a keyboard.
• Ability to occasionally reach, bend, stoop and lift up to 30 lbs. *
• Ability to grasp and hold up to 30 lbs.*
• Ability to occasionally squat and lean over.
• Ability to hear normal voice level communications in person or through the telephone.
• Ability to speak clearly and understandably.
• Basic vision, corrected.
• Ability to see and understand data on a computer screen.

Success Factors

• Alignment with Company Mission and Core Values
• Excellent Time Management/Organized
• Open Communication/Positive
• Goal Driven
• Excellent Customer Service
• Juggles Multiple Priorities
• Accuracy and Attention to Detail

All statements are essential functions of the position unless identified as non-essential by an asterisk (*).