Description

Southern California Reproductive Center "SCRC" is a leading fertility clinic in Beverly Hills, Santa Barbara & Pasadena and is a part of the Women's Care family. We are dedicated to providing our patients with the highest quality of care with respect and compassion. Employing the most innovative technologies, we optimize the chances for success in creating a family. Our practice is proudly inclusive and supports a diverse patient population.

This location address is 1722 State Street, Santa Barbara, CA 93101.

The Office Manager will oversee an assigned site and be responsible for planning, organizing, implementing and maintaining strategies and initiatives in front desk, staff scheduling billing/insurance and new patient follow-up.

• Provide leadership and oversight for the delivery of health services resulting in the highest level of patient satisfaction.
• Work with staff, providers and physician to resolve issues, decrease expenses, increase productivity and promote efficiency.
• Coordinate with CNO for staff schedule for all locations Monday - Friday.
• Act as front desk back-up when needed.
• Maintain physician schedules.
• Collaborate with CNO regarding the patient flow of in/out and out cycles.
• Discuss patient experience and provide additional IVF information about cycles, doctors and clinic.
• Discuss preliminary fees.
• Keep track of new patients to ensure all patients are followed up by admin or clinical staff.
• Handle complaints and solicit positive reviews on social media.
• Assist with insurance verification, patient collections, payments, and billing/insurance questions.
• Post payments to Allscripts or Athena.
• Submission for Superbills for SB, VTA and BK for SCRC and ART.
• Assist in room turnover as needed.
• Assist with marketing events and advertisement.
• Data creation for CEO on conversion rates and NP reports.
• Assist Beverly Hills office in gathering and collecting data for completing contract renewal for insurance and privileges, as requested.
• Management of charts in storage.
• Communicate with IT for any office issues.
• Consistent communication with Beverly Hills Clinical Team (nursing), CEO, HR or Marketing Director regarding staff concerns or adjustments.
• Respond to emergency service for the office (i.e. power outage, security alarms or forwarding patient concerns to clinical team) and communication with building management for general AC, HV AC or maintenance issues.
• Develop and implement new or existing protocols for all aspects of the office.
• Responsible for the evaluation of staffing requirements, maintenance of appropriate staffing levels, competency assessment, staff orientation, ongoing education and training, development of staff specific job duties, creation of innovative training programs.
• Maintain compliance with operational procedures/organizational policies for the clinical activities, medical records function, appointment functions and all clerical activities throughout the facility.
• Ensure compliance with all regulatory agencies governing health care delivery and rules of accrediting bodies by continually monitoring the service and facility operations and programs and initiating required changes or improvements.
• Participate in all safety, security, infection control and risk management programs that are mandatory as well as those required and provided by the practice and department specific policy.
• Responsible for personnel actions such as problem solving, performance issues, hiring, firing and disciplinary actions in coordination with HR department.
• Prepare, present and conduct required staff meetings efficiently and effectively for needed actions, identifying staff responsibilities for those actions and timelines for completion.
• Define, address, and resolve identified problems or concerns within the clinic setting for quality patient care.
• Demonstrate and embodies the Women’s Care mission and core values.
• Compliance with all HIPAA rules, regulations, and guidelines.
• Other duties as assigned.

Qualifications

Qualifications:

• HS Diploma or equivalency required. Bachelor’s degree in business administration or a related field preferred.
• 3 years’ experience working in a healthcare clinic or medical setting, preferably women's health.
• A minimum of 3 years’ experience supervising staff.
• Must possess strong knowledge of medical operations, knowledge of applicable laws, regulations, and professional standards. 
• Strong project management and strategic planning skills.
• Excellent communications and interpersonal skills.
• Must be self-motivated, team-oriented, have a high level of professionalism, and trust while treating others with dignity and respect.
• Skill in exercising a high degree of initiative, judgment, discretion, and decision making to achieve organizational objectives.
• Strong analytic ability to accurately assess situations and take effective and appropriate action.
• Proven experience establishing and maintaining effective working relationships with employees, policymaking bodies, patients, and the public.
• Must be dependable, reliable, and punctual.