What are the responsibilities and job description for the OFFICE MANAGER - DERMATOLOGY PRACTICE - M-F position at Toledo Clinic?
The Toledo Clinic is seeking an Office Manager to oversee the day to day operations and provide clinical support for a growing and fast paced Dermatology Practice. Qualified candidates will have previous business and or medical office experience. Previous experience in a supervisory role is strongly preferred. This position is full-time with benefits.
Monday - Friday, no weekends, late evenings, or holidays.
Principal Duties & Responsibilities:
Example of Essential Duties:
- Directs day to day operations of the office to include ongoing review and evaluation of operational issues.
- Recommends measures to improve performance and increase efficiency in the office including policy, budget, patient care, ergonomics, employee relations and other practice related items.
- Delegate responsibilities to others and assure that staff members are performing their functions correctly.
- Financial management in coordination with the TTC Accounting to include overall responsibility for accounting, bookkeeping, billing, reimbursement, fee schedule management and purchasing for the office.
- Strategic planning and marketing management to include promoting practice and physicians in an effective manner to the public and referral sources and identifying new revenue streams.
- Risk management to include corporate liability protection, compliance with corporate OSHA & HIPAA initiatives and protecting patient safety.
- Professional responsibility to include knowledge & leadership skills, ethical standards, staff motivation and continuing education.
- Attends educational seminars and activities that benefit the practice, including office manager trainings/meetings including monthly meetings Wednesdays at 3pm (~1hr)
- Initiates and facilitates staff meetings and meets with physician as needed to discuss business strategy and any concerning issues related to practice operations or staffing.
- Completes performance evaluations with staff in coordination with the physician, interview/review applicants for office staff positions, supervise and train new staff, lead staff development to limit staff turn-over.
- Complete necessary payroll forms and authorize/deny overtime or PTO time requests.
- Monitor and improve, when necessary, employee morale.
- Effectively communicate with the Drs. and staff and keep them updated on issues of concern.
- Attend practice manager meetings.
- Maintain personal relations with patients, address and resolve patient complaints or concerns to ensure patient satisfaction.
- Maintains adequate equipment and supplies and acquires proper approval for capital expenditures.
- Develops goals (in conjunction with physicians) and follows through to completion.
- Reviews applications, coordinates and interviews new applicants for positions that need to be filled, in coordination with the physician.
- Ensure patient satisfaction is maintained as best as possible both in office and with any social media/website/google reviews
- Complete other necessary office tasks including orchestrating fire drills, maintaining refrigerator logs (monthly), sample/prescriptions, etc in coordination with office staff
- Complete medical coding paperwork and/or handle collections/delinquencies
Other Essential Duties May Include (but are not limited to):
- Complete medical coding paperwork and/or handle collections.
- Analyze and interpret department financials and assist with budget formation.
- Perform clinical and/or clerical work for the betterment of the medical office (including patient calls regarding sensitive pathology results as requested, maintenance of pathology binder/ensuring biopsies performed have been received and plan of action taken per physician and subsequently coordinated as needed, melanoma/skin cancer tracking, coordination of surgical or tertiary center referrals, assistance with prior authorizations as needed) and able to determine a strategy to delegate coverage of staffing deficiencies and if not possible, being willing to personally step in to cover temporary staffing deficiencies until situation has resolved/needed staff is hired.
- Assists with planning of office events including open houses, etc.
- Assists with completing/navigating appropriate office reviews and working with myself and the Toledo Clinic Billing department to resolve billing complaints received from patients.
- Strategy and marketing management to promote providers, staff, and practice to public and referral sources (including social media calendar/strategic planning of promotions, optimize timing of promotions to ensure product is used prior to expiration, etc), monitoring of website and social media accounts (Instagram/Facebook, etc), monitoring and promoting google reviews, optimizing use of marketing resources already available through current accounts (cosmetic, etc)
- Other projects and duties as assigned.
Knowledge, Skills & Abilities Required:
Required:
- Previous medical office experience required.
- Adheres to, and ensures department’s compliance with, the clinic’s policies and procedures and governing rules and regulations.
- Maintains awareness of the department’s budget and works within the budgetary figures.
- Effectively recruits, retains, disciplines and trains/coordinates training of staff.
- Demonstrates adaptability to expanded roles.
- Professionalism and teamwork practice-wide, while delivering an excellent patient experience.
- Strong leadership and great interpersonal skills.
- High level of written and oral communication skills.
- Able to use Microsoft programs including Word and Excel
Education:
- HS diploma or GED required.
- Medical related certification, Undergraduate college degree in related field preferred.
- Graduate degree in Healthcare Administration degree preferred
Preferred:
- Business and or finance management experience in a related field.
- MA Diploma and credential (RMA/CMA/CCMA)
- MA diploma or degree
