Office Manager

JOB DESCRIPTION

Summary

Responsible for the daily operations of a non-profit satellite Clinic location.

Supervisor: Practice Manager

Supervisory Responsibilities: Office Staff

Major Responsibilities/Tasks:

• Daily operational support of a satellite clinic under the direction of the practice manager
• Oversight of patient appointment scheduling according to established policies and procedures.
• Ensure location compliance with all regulatory requirements.
• Copy patient information and forward to requesting party after receiving appropriate consent to release medical records.
• Maintain files and records in a confidential manner.
• Maintain organization and efficiency of front office, including office supply inventory.
• Ensures policies are communicated and administered consistently. Recommends new and/or revised policies and procedures to the practice administrator.
• Supervises, trains, and orients assigned personnel. Recommends disciplinary actions as indicated.
• Attends administrative meetings as requested.
• Maintains office supplies and petty cash.
• Performs end of month reports.
• Reviews deposits and end of day reports for accuracy.
• Ensures daily bank drops.
• Perform other related duties as directed or assigned.

EDUCATION: Minimum associate degree, prefer in the healthcare field.

EXPERIENCE: Minimum of two years supervision experience in a healthcare office environment. Prefer a working knowledge of Athena electronic health record. Working knowledge of IT infrastructure for site support.

Performance Requirements:

Knowledge:

• Knowledge of clinic policies and procedures and regulatory requirements.
• Knowledge of medical terminology and insurance practices.
• Knowledge of computer programs and applications.
• Knowledge of grammar, spelling, and punctuation to type from draft copy and review and edit reports and correspondence.
• Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.
• Knowledge of CPT and ICD-9/ICD-10 coding.

Skills:

• Skill in operating office equipment
• Skill in handling paperwork/filing adequately.
• Skill in handling incoming phone calls and triaging appropriately.
• Skill in written and verbal communication.

Abilities:

• Able to learn/use other computer programs including Microsoft® Excel, e-mail, Internet.
• Ability to work effectively as a team member with physicians and other staff.
• Ability to sort and file materials correctly by alphabetic or numeric systems.
• Ability to flexibly respond to changing demands.
• Ability to organize and prioritize tasks effectively.
• Ability to communicate clearly.
• Ability to work with little supervision.
• Ability to establish and maintain effective working relationships with patients, employees, and the public.

Equipment Operated: Office machinery including computers, fax, calculator, and photocopier. Occasionally lift and carry files up to 20 pounds.

Work Environment: Work performed in office environment. Involves frequent contact with staff and patients. May require working under stressful conditions.

Mental/Physical Requirements: Manual dexterity for office machine operation including computer, copiers, and IT infrastructure; stooping, bending to handle files and supplies, mobility to complete errands or deliveries, or sitting for extended periods of time. Workload management as a result of multiple staff demands and deadlines.

Position Type and Expected Hours of Work Full-Time. 40 hours per week. Monday – Friday, 8:00 AM-5:00 PM

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person