Office Manager

Under the direct supervision of the Director of Operations, the Office Manager is responsible for overseeing the Medical Records Department, DOXY Medical Assistants, Robust Callers and Retention Team, ensuring each area operates efficiently and in alignment with St. John’s standards for quality, timeliness, and patient confidentiality. The Office Manager also ensures accurate documentation practices, secure handling of patient information, and compliance with all HIPAA and healthcare regulatory requirements. The officer manager coordinates and directs the clinical and operational activities on a day-to-day basis to ensure the delivery of quality virtual and TP patient care. Responsible for all required documentation and reporting. Manages staff and clinic personnel within an FQHC and EHR/PMS environment. Provides services to Medical, Dental, and Mental Health. This position requires to travel to different St. John's clinics.

Benefits:

• Free Medical, Dental & Vision
• 13 Paid Holidays PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Flexible Spending Account
• Succession plans & growth within
  
  

Required Skills And Qualifications

Clinic Scope & Qualifications: (*Must possess 3 out of 4 below)

• Clinic Scope/Services: School-Based and/or Primary Care Services
• Clinic Capacity: 16 Medical Exam Rooms
• Clinic Volume: 380-500 patient visits per week
• Managerial Experience: Minimum of two years related experience or equivalent in managing staff.
  
  

Education:

• High School Diploma or GED (Required)
• B.A. / B.S. in health care administration or other health-related field or equivalent (Preferred)
  
  

Other Experience:

• Able to work collaboratively with multiple health professionals in a busy and complex environment using tact, diplomacy, and discipline.
• Bilingual English/Spanish (Preferred)
• Proficient in Microsoft Office and Excel
• Familiarity with medical terminology
  
  

Licensure/Certification:

• Must possess current CPR certification.
• Employees are responsible for maintaining individual certifications as required by job function or by law and provide
• Verification and recertification when requested by management.
  
  

DUTIES AND RESPONSIBILITIES:

• Manages clinical operations including but not limited to staffing schedules.
• Prepares and manages all documentation and reporting requirements including but not limited to QA reports, performance evaluations, time sheets, and budget variance reports
• Ensures effective staff utilization to meet staffing and workload requirements and support the delivery of quality patient care and services within budgetary guidelines.
• Attend manager meeting and training
• Develops staffing plans; works with human resources staff to recruit and hire staff; coordinates comprehensive orientation of new staff.
• Establishes accountabilities and performance goals and provides counseling, coaching, feedback, recognition, training, and development to staff.
• Assists with the development and management of the operating budget; maintains fiscal control of assigned hospital cost center.
• Plans, coordinates, direct, and provide orientation and ongoing training to staff
• Encourage employees to improve skills and abilities and stay abreast of current technologies/practices.
• Exhibits a high degree of courtesy, tact, and poise when interacting with other healthcare professionals
• Interprets regulations, and/or policies for employees.
• Coordinate, multiple tasks, and organized objectives.
• Supervise the day-to-day operations of the Medical Records department, including scanning, eFax and eCW fax inbox processing, subpoenas, in-person ROI requests, and release of information (ROI).
• Ensure all medical records are accurate, up to date, and processed in accordance with privacy laws and HIPAA regulations.
• Monitor productivity for Medical Records staff by conducting weekly spot checks to ensure accuracy and compliance.
• Serve as the main contact for any issues with medical records and support ongoing process improvements.
• Schedule and lead regular team meetings; prepare detailed recaps and follow up on assigned action items.
• Identify training needs and coordinate ongoing development to maintain up-to-date knowledge of workflows and best practices.
• Run reports to track patient completions and perform routine spot checks on templates to ensure documentation accuracy and quality.
• Collaborate weekly with scheduler providers to review upcoming schedules, address coverage gaps, and adjust assignments as needed.
• Oversee daily template management, including monitoring assigned templates and reallocating staff as necessary for coverage and workload balance.
• Run and analyze call audit reports to evaluate team performance and ensure quality standards are met.
• Collect and restructure data from daily reports to monitor progress and identify trends.
• Design, coordinate, and evaluate pilot programs aimed at improving workflow efficiency and overall team performance.
• Lead pilot-related and process improvement meetings; create detailed recaps and communicate updates to leadership and team members.
• Oversee timecard reviews to ensure accuracy, compliance, and timely submission.
• Work at least two Saturdays per month.
  
  

St. John’s Community Health is an Equal Employment Opportunity Employer