Medical Office Manager

Naturopathic Specialists LLC Office Manager 

The Naturopathic Specialists LLC office manager is key part of the management team.

A successful leader in this position must be well-organized, open-minded, decisive, and flexible. She/He must be able to communicate well with others, work on a team, and lead others by example and direction. She/He must be able to provide solutions to problems arising in administrative, personnel, equipment and building facilities when they arise.  This position requires computing experience with relevant medical business applications as well as knowledge of the basic health-care industries including Naturopathic Medicine.

Job Description

Oversees high-level HR duties, such as attracting talent, setting training standards and hiring procedures. Carries out supervisory responsibilities.

Responsibilities include:

·       interviewing 

·       assists in selection and hiring

·       trains new and existing employees, excluding medical expertise

·       ensures effective implementation and administration of benefit programs, job descriptions, personnel policies, and updates as needed

·       updates and maintains all medical, front desk, and billing policies and procedures including employee handbook

·       planning, assigning and directing work

·       oversee staff work schedules, time-off requests, timesheets

·       builds strong positive communication with physicians and support staff as a team to enhance the success of the practice

·       assists in authoring and discussing with employee’s performance appraisals

·       assists in addressing employee performance, corrective action plans and employee motivation

·       organizes and conducts regular staff meeting(s)

·       assists in termination and/or changes in employment status

·       follows and implements all federal and state laws and mandates for human resources

She/He also analyzes and improves organizational processes, works to improve quality, productivity, efficiency and cost efficiency.

Responsibilities include:

·       oversight of daily operational activities to ensure regulatory compliance

·       plans and coordinates daily work assignments and operations

·       formulates policies and coordinates methods to ensure patient services and satisfaction are met

·       monitors patient feedback and contributes to the process of resolving complaints and service issues

·       actively monitors processes for improvements and cost reduction opportunities

·       reports productivity and looks for opportunities to expand systems in the areas of information flow within the clinic regarding patient attainment, retention, and attrition

·       Generates regular reports to monitor data related to medical productivity (number of visits, number of procedures, provider-specific activity)

·       develops and carries out strong inter-department teamwork to meet the needs of patients and physicians

·       resolves problems both administrative and operational ensuring compliance with regulations and standards

·       interfaces with patients about billing issues as needed

·       Responsible for daily collection to prevent outstanding balances

·       Implement new processes for collection as needed

·       meets monthly with Financial Manager about outstanding patient balances

·       checks lab invoices against patient records to ensure patients were charged and NS collected

·       oversees ordering and inventory of office supplies and medical supplies, assesses cost efficiency, reviews regularly and improves as necessary

·       interfaces with technology company when issues arise

·       oversees information technology in the medical department (Electronic medical record/practice management system) ensures that all staff are appropriately trained, and has the proper security clearances to use the technology correctly

·       interfaces with building management as necessary for clinic improvement or other issues when they arise

·       quarterly meetings with owners or as needed

She/He manages quality control and safety measures

Responsibilities include:

·       OSHA, HIPAA and other regulatory training and compliance

·       coordinates cleanliness, orderliness and safety of work environment

·       serves as HIPAA privacy officer and OSHA site administrator

·       manages the system for handling and reporting adverse incidents

·       works with clinical staff and medical director regarding quality assurance with clinical devices

Performs other duties as assigned

Reports to clinic owners and directs operational staff.

Education: Bachelor Degree or equivalent experience required. Experience in a medical office in a supervisory role required.

Please see our website to learn more about us www.listenandcare.com

Please contact Dr. Smolinski to apply drsmo@listenandcare.com