POSITION ROLE

The importance of the role the Office Manager plays in Pathway Healthcare’s mission TO HELP PEOPLE cannot be understated. Each individual Pathway office’s contribution to the overall success of the organization is significant, and the Office Manager is responsible for their specific office’s success while leading and managing the office in a manner that advances Pathway Healthcare’s culture and values.

POSITION ROLE FULFILLMENT

Team Leadership

• Builds and maintains an office culture that supports the mission of Pathway Healthcare. To do this the Office Manager must:
  • Lead office staff as a servant leader, ensuring team members have the tools and information each needs to be successful. This includes listening to staff and implementing people’s suggestions and input as appropriate.
  • Role model appropriate behaviors and interactions with both patients and staff that support Pathway Healthcare’s desired culture.
• Interview and make hiring decisions based on objective qualification criteria.
• Build and maintain engagement amongst team members by:
  • Conducting initial orientation and training of newly hired people, ensuring each individual understand how their role contributes to the success of the office.
  • Hold new hire 1:1 meetings following Pathway Healthcare’s process for onboarding new team members.
  • Hold staff meetings at regular intervals and communicate appropriate information including office financial, patient satisfaction, and clinical outcome information.
• Facilitate the professional development of team members by:
  • Providing team members with informal performance feedback in an appropriate and professional manner.
  • Objectively and honestly completing performance evaluations for all office staff each quarter.
  • Allow and provide individuals seeking to develop professionally with opportunities to learn new skills and abilities.

Office Success Management

• Create and implement strategy to manage and ensure favorable results regarding key measures of office success. These measures may include:
  • Patient Satisfaction
  • Patient Count, including patient growth.
  • Percentage of patients utilizing behavioral health counseling.
  • Physician and Counselor utilization.
  • Billed Revenue
  • Staff Salaries
  • Office Expenses
• Identify potential referral sources in the community and implement strategy to build and maintain relationships with these individuals and organizations.
• Build and maintain Pathway Healthcare’s brand in the community to create positive perceptions amongst community members.
• Manage and facilitate provider relations by anticipating the needs of specific providers and completing tasks to meet these needs. These tasks may include:
  • Assist provider compliance with state and federal regulation by tracking specific medication prescriptions.
  • Communicating information the provider may need related to scheduling, patient care, or other significant topics.
• Manage the day to day functioning of the office by:
  • Interacting with patients to educate patients regarding office policies, to resolve conflicts or otherwise answer their questions related to billing, scheduling, or any other topics.
  • Completing administrative tasks which may include:
    • Answering phones
    • Tasks related to patient insurances including pre-authorizations and billing.
    • Ordering necessary supplies including medications, supplies needed by clinical team members, and general office supplies.
    • Enter data into various software platforms and generate reports for submission to recipients both within and outside Pathway Healthcare.
    • Review team member time cards, correct errors and submit for payroll processing.
  • Delegating tasks to office team members as needed and appropriately, considering the team members skill set and workload.

QUALIFICATIONS & EDUCATION REQUIREMENTS

ENVIRONMENT AND PHYSICAL DEMANDS

• The Office Manager works in a well-lit, climate-controlled office environment. The individual primarily works in a sitting position either facing patients or while operating a computer.
• The Office Manager occasionally must lift and carry up to 25 lbs.