Office Manager / Business Development Specialist

The Office Manager / Business Development Specialist is a dual-role position responsible for overseeing all administrative and operational functions of the assigned office(s) while driving referral growth and market development in the communities surrounding the office(s). This individual will be a major contributor to efficiency of the office & company branding and public image development and will act as a primary point of contact for key relationships. Day to day responsibilities will include managing all administrative duties and staff within the offices; require travel to local provider offices; calling on providers and office staff to distribute brand messaging, promote the benefits of referring to our company, and conveying the services provided by the company.

Essential Duties and Responsibilities:

• Manages daily administrative operations in alignment with the company mission, vision and goals.
• Ensures compliance with HIPAA and other regulatory requirements
• Creates and maintains procedures and workflows for optimal efficiency and professional environment.
• Supervises, coaches and mentors all administrative and support staff.
• Defines staff roles and oversees scheduling and coverage needs of providers and office staff.
• Manages staff time and attendance by ensuring accuracy of/ approving timecards by due date and conducts performance evaluations.
• Ensures accuracy of patient scheduling, record handling and balance collection.
• Resolves patient complaints professionally and timely.
• Reviews and managers operational reporting.
• Orders and maintains office supplies.
• Participates in quarterly audits, regular leadership meetings and training.
• Builds and maintains strong relationships with referral sources.
• Conducts routine referral source office visits and promotes company services.
• Hosts educational sessions with physicians and clinical staff.
• Collaborates with internal teams to gain in-depth knowledge of the conditions treated by Company providers and the therapies offered.
• Represents the company at industry events and community functions.
• Tracks referral trends and maintains a database of outreach activities.
• Monitors market trends and competitor activity.
• Develop and maintain database to track outreach activities and referral trends.
• Meets or exceeds monthly, quarterly and annual referral and office growth targets.
• Participated in De Novo pre-launch planning, staffing and operational readiness.
• Serves as on-site lead for de novo opening and ramp-up period.
• Follows instructions; responds to management direction; accepts personal responsibility for actions, performance and results; keeps commitments; completes tasks on time or notifies appropriate person with alternate plan.
• Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone’s efforts to succeed.
• Independently works though situational issues and uses problem solving skills to achieve desired outcome.
• Continuously improve operational knowledge, skills and abilities.
• Checks and responds to work e-mail on a regular basis throughout the workday.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma or GED with two (2) years’ experience in healthcare office management required. Business development or provider-relations experience preferred. Experience at a more senior level may qualify as multiple equivalent years of experience for this role.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills.
• Must have a proven track record of providing exceptional customer service.
• Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
• Must be able to work individually as well as within a team.
• Must be able to follow both verbal and written instructions.
• Must be able to work a flexible schedule.
• Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to problem solve and use reasoning.
• Must be able to meet predefined quality standards.
• Must maintain and project a professional attitude and appearance at all times.
• Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

Preferred Qualifications:

• Healthcare/pharmaceutical outside sales experience.
• Prior experience working with a customer relations management (CRM) system.
• Four (4) years of prior experience working in a medical practice
• One (1) year of prior experience working with an Electronic Medical Record (EMR)

Driving/Travel:

The employee must have reliable transportation. Travel for this position may be required up to 80%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.

Compensation and Benefits:

• Pay Range: $60,000/year - $70,000/year plus bonus
• PTO: Up to 120 hours in first year (pro-rated based on start date)
• Holidays: 7 (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day After Thanksgiving, Christmas Day)
• Retirement: 401(k) with employer match
• Health Benefits: Medical (single and family), Dental (single and family), Vision (single and family)
• Other Company-Paid Benefits: Basic Life/AD&D, Employee Assistance Program
• Other Voluntary Benefits: Short-Term Disability, Long-Term Disability, Voluntary Life, Accident, Critical Illness, Hospital Indemnity