Office Manager

Default Work Shift:

Day (United States of America)

Hours:

40

Salary range:

$33.73 - $51.24

Schedule:

Full Time

Shift Hours:

8 Hour employee

Department:

E365 Primary Care (Brimble and Jones)

Job Objective:

Provides direction and supervision to office staff and the day to day business operations in adherence to regulatory standards, and enforcing Eisenhower Medical Center (EMC) policy and standards of practice. May be responsible for multiple locations/departments.

Job Description:

Education: Required: High school diploma, GED or higher level degree if hired after January 1, 2024 Preferred: Bachelor’s degree Licensure/Certification: N/A Experience: Required: Five (5) years of medical office/clinic experience Preferred: Leadership experience

Reports To: Manager, Director or Chief Administrative Officer Supervises: Office staff may include but is not limited to Patient Admitting Specialist, Referral Coordinator, Scheduling Coordinator, Schedulers, Quality Control/Indexing Techs, Medical Assistants Ages of Patients (as assigned): Adolescent, Adult, Geriatric Blood Borne Pathogens: Minimal/ No Potential

Skills, Knowledge, Abilities:

Ability to adapt quickly to changing priorities and unexpected situations, Ability to create and maintain positive interpersonal relations with peers, staff, leaders and vendors, Ability to exercise a high degree of initiative, judgment and discretion, Ability to handle patient complaints and feedback professionally, facilitating resolutions to enhance patient satisfaction, Ability to lead by example, demonstrating integrity, transparency, and accountability in decision-making and actions, Ability to make informed decisions under pressure, prioritizing actions to address urgent matters effectively, Ability to prioritize tasks and manage time efficiently to meet deadlines, Analyses situations accurately and escalates, when appropriate, Knowledge of general office equipment and computer systems, including Electronic Health Record (EHR) and email systems, Willingness to adapt roles and responsibilities as needed for the benefit of the team's objectives and overall success, Written and verbal communication skills

Essential Responsibilities

1. Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations. 2. Manages office services, monitors efficiency and productivity of daily operations within the clinic(s); may be responsible for ensuring all patient visits are prior authorized. 3. Supervises, develops and participates in training and orientation of staff/contractors within clinic(s). 4. Hires, trains, counsels, coaches staff and completes annual employee performance reviews. 5. Ensures a high level of employee, patient and provider satisfaction. 6. Resolves escalated patient/customer concerns, complaints and issues and escalates, as appropriate. 7. Oversees external communication with other managers/medical providers/clinics and their respective office staff to monitor and ensure service quality and satisfaction. 8. Facilitates collection of performance data metrics and provides analysis and regular reports for leadership; audits standard work of office staff to ensure efficiency. 9. Coordinates and integrates services within the office; actively and independently works to improve daily processes/procedures and finds solutions to challenges while maintaining close communication with clinic leadership. 10. Maintains communication with leadership regarding the department operations and any issues with operations, equipment, staff, contractors and/or guests. 11. Maintains office staff and provider schedules to ensure appropriate coverage. 12. Oversees all office supply orders, ensuring cost management, supply rotation and maintains accurate inventories; supports clinic growth by ensuring all business operations are considered. 13. Responsible for registration process, closing patient encounters, billing, coding/documentation, revenue capture, and timekeeping approvals as appropriate within department; may act as EPIC super user. 14. Develops, plans and implements office objectives, goals, and process improvement strategies. 15. Ensures compliance with regulatory requirements and with policies and procedures. 16. Manages external communication with other physicians and their respective office staff to monitor and ensure service quality and satisfaction. 17. Plans, leads, and maintains documentation of desk staff meetings. 18. Facilitates cross-training of all staff for adequate office coverage. 19. Identifies opportunities for improvement within the department and works with team to implement when appropriate. 20. Performs other duties as assigned.