OFFICE MANAGER

JOB SUMMARY: The Office Manager is responsible for developing and maintaining an efficient, patient-friendly medical center, as measured by productivity, waiting times, patient satisfaction survey, provider feedback, and other indicators identified by supervisors.  The Office Manager is also responsible for working with the Director of Operations and Operations Manager to design and implement policies in order to achieve the goals and objectives of FPHC, Inc.

ESSENTIAL FUNCTIONS: 

1. Plans, coordinates and evaluates the work assignments of non-medical personnel at the facility.
2. Personally provides back-up support to all non-medical staff.
3. Works with center staff and providers to identify problems and solve them; advises higher management and department supervisors of major problems and works with them to identify and implement solutions.
4. Works closely with providers, supervisors, and COO to coordinate work changes, space assignment, non-medical staff duties, equipment needs, training, etc. when changes are necessary.
5. Identifies, collects and reports relevant statistical data to reflect the activities of the facility site and staff.
6. Works with higher management to coordinate the center’s budget and implement cost saving measures.
7. Will be a member of the Safety Committee; help identify problems and implement solution policies to this committee.
8. Develops and implements scheduling procedures for any meetings and/or training sessions.

ADDITIONAL RESPONSIBILITIES:

1. In accordance with the approved personnel policies and procedures, provides supervision to all non-medical staff and works closely with the charge nurse and providers to coordinate the schedules of all center staff.  Also, collaborates with department supervisors (nursing, lab, medical records, etc.) to ensure adequate staff for operations on a day-to-day basis.
2. Responsible for developing a multi-disciplinary team atmosphere at the center; solicits staff input in problem solving; coordinating center-wide activities, etc.
3. Maintains careful records of all staff disciplinary and correction action meetings, decision, actions, in accordance with personnel policy.
4. Performs evaluations and performance appraisals of non-medical staff in collaboration with department supervisors.
5. Works closely with medical and nursing directors, advising them of any problems with providers or nursing staff.
6. Helps employees, supervisors, and department heads to settle work-related conflicts through advice and recommendation.
7. Monitors supply and inventory; coordinates requisitions and/or outside restocking contracts; works with nurses to ensure adequate supplies and stocked medicines are maintained.
8. Monitors inventory of furniture and equipment in the building and is responsible for its maintenance and upkeep.
9. Implements OSHA policies and procedures at the facility; identifies problems and develops corrective plans in cooperation with the OSHA coordinator/Safety Officer; keeps record of all OSHA activities
10. Schedules and conducts fire drills; works with the Fire Marshall to identify and correct any fire safety hazards at the facility.
11. Completes accident/incident reports and forwards them to the Safety Officer.
12. Responsible for the maintenance and upkeep of the facility; conducts building inspection for compliance of maintenance contracts; identifies and reports problems and coordinates their resolution after gaining clearance from the CFO or other appropriate supervisor. Maintains records of all maintenance activities.
13. Assists in identifying building security problems and resolving them in cooperation with higher management.
14. Performs other such duties as instructed by the supervisor.

The above reflects the general duties considered necessary to describe the principal functions of the job and shall not be considered a detailed description of all work that may be assigned by the supervisor or that may be inherent in the position.

CUSTOMER SATISFACTION REQUIREMENTS:  Must provide the very best customer satisfaction to patients and co-workers at all time in a professional and courteous manner.  Actively keeps environment clean and safe with a professional and welcoming image.  Actively protects customer confidentiality.  Always treats customers as welcome guests and provides a warm and sincere greeting. Consistently presents a professional appearance in dress and grooming by adherence to dress code policy. Effectively and regularly demonstrates the values of the organization. Effectively involves customers in decisions that affect them. Follows through in a timely manner of commitments made to customers

.

PRIVACY RULE COMPLIANCE REQUIREMENTS:  

1. Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
2. Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.
3. Must comply with Privacy Rule guidelines by learning to protect FPHC patient’s medical privacy.
4. Must comply with Privacy Rule guidelines by appropriately maintaining our patient information in compliance with national standards.
5. Must comply with Privacy Rule guidelines by providing appropriate security of FPHC patient records

HEALTH AND SAFETY REQUIREMENTS:    The health and safety requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

1. Must adhere to safety regulations, personnel policies and procedures.
2. Must receive Safety and Hazardous Communication training annually.
3. Maintain yearly health maintenance records by obtaining TB skin testing.

PERFORMANCE STANDARDS:  Performance will be evaluated by the Chief Operations Officer annually, wherein an overall satisfactory rating is considered as a minimum acceptable level of performance.   

QUALIFICATIONS:

EDUCATION: Bachelor’s degree in business, management or related area of studies. Three (3) years’ work experience in a medical setting or any combination of acceptable training and managerial experience.

SKILLS: Must possess strong managerial and supervisor skills, as well as the ability to take initiative and solve problems independently.  Excellent verbal and written communication skill.  Must be well organized and familiar with Medical terminology.  Human relations skills to deal effectively with patients/visitors in person or via telephone.  Keyboard experience required.  Operates a multi-line telephone, copier, adding machine, fax machine and other office equipment.

CERTIFICATION, LICENSES, REGISTRATIONS:

PHYSICAL/MENTAL DEMANDS:  Requires eye-hand coordination and manual dexterity.  Requires the use of office equipment, such as copier, computer terminals and keyboards, telephones, calculators or fax machines.  Requires normal vision range.  Requires frequent standing, sitting, bending, stooping or stretching and walking.

PROTECTED HEALTH INFORMATION (PHI) ACCESS:  RESTRICTED-  For purposes of HIPAA Compliance there are 4 workforce categories, which define the level of access to PHI that is granted to the incumbent.  This position is classified under Administrative Staff and therefore granted Restricted access- to be defined according to workforce member’s specific job duties, if for non-treatment purposes, according to the purpose for which use is intended.  Use and disclosure must be in accordance with applicable privacy policies and procedures.