Office Manager

Job Summary/Objective:
The Office Manager supervises office operations and clinical staff, performs limited financial management, and communicates with Managing Physician to ensure maintenance of efficient practice site operations.

Essential Job Functions

Manages the staff consistent with good human resources management practices and provides an environment which is safe and allows participation in order to promote retention, productivity and a quality, customer-oriented team. Supervises physician's practices office management and patient flow to ensure effective operations, billing, compliance and quality patient care services

• Manages all staffing needs, suggests hiring of clinical and non-clinical office staff and conducts performance reviews.
• Recommends staff merit increases, promotions, and disciplinary actions to physicians.
• Completes and updates personnel file, ensures required forms are completed.
• Maintains personnel policy manual.
• Submits office staff time cards for payroll processing, verifies accuracy and completeness of employee time.
• Maintains all PTO and other “days off” schedules.
• Ensures all posts are filled by trained personnel during PTO and when staff calls in sick, fills in when needed.
• Responsible for maintaining high morale and good relations throughout the office.
• Holds office staff meetings at least monthly; prepares meeting minutes, and distributes them to staff and physician(s)
• Ensures office is opened and closed daily, according to protocol
• Oversees and distributes work activities and schedules
• Creates and/or updates office procedures manual
• Oversees petty cash and change funds, balances and accounts for the money daily and provides change when needed
• Ensures collection and verification of a patient’s demographic and insurance data prior to the patient’s visit
• Reviews daily reports and ensures check-out staff accurately completed the daily close
• Oversees all cash handling, makes the deposit daily
• Ensures sufficient supplies available for delivery of quality patient care, orders supplies as needed and obtains competitive bids at least annually
• Supervises the initial sort of the daily mail, gives to appropriate staff for opening
• and distribution
• Maintains and suggests improvements to physician(s) schedules

Demonstrate a broad understanding of financial operations and takes personal responsibility for key financial indicators of the practice. Oversees collections process in order to ensure financial reimbursement for services rendered and supports employee's questions.

• Has detailed knowledge of the claims submission, follow-up, and patient collections processes.
• Ensures consistent collection of payment at time of service.
• Directs development Managed Care Manual; then ensures staff understands and appropriately uses it.
• Annually reviews the fee schedule to maximize reimbursement.
• Maintains knowledge of how to enter patient accounts and post payments.
• Runs or prepares monthly, internal financial and management reports, including accounts receivable, CPT frequency, profit and loss, etc.
• Communicates with CBO and Accounting on any pertinent matters.
• Maintains facility and all office and clinical equipment.
• Keeps all physician files up to date, for example, hospital privileges, licensure, managed care plan credentials, malpractice insurance, and CME.
• Maintains patient confidentiality.
• Attends continuing education courses as requested.
• Performs all other tasks required by physicians.

Required Education and Experience

• Associates’ or Bachelor’s degree obtained through a formal 4-year program.
• At least five years of related experience.
• Bilingual Spanish

AAP/EEO Statement
In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on qualifications and job related abilities. We do not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, ancestry, sexual orientation, marital status, gender identity or any other characteristic protected by law. We will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship.