What are the responsibilities and job description for the Office Manager position at The Doctors Center?
Company: SFP Health Group
Job title: Office Manager
Division/Department: Clinic Operations
Reports to: Director of Operations
Job Summary:
The Office Manager oversees the daily operations of the office, ensuring smooth and efficient workplace functioning. This role involves managing administrative staff, coordinating office activities, and providing support to senior management. The Office Manager will also handle various administrative tasks to maintain a productive and organized office environment.
Essential Duties and Responsibilities:
Oversee and manage daily office operations to ensure efficiency and productivity.
Enforce office policies and procedures.
Maintain office equipment and supplies, ensuring all necessary items are stocked and functional.
Supervise and support administrative staff, including hiring, training, and performance evaluations.
Delegate tasks and responsibilities to ensure a balanced workload.
Foster a positive and collaborative office culture.
Provide administrative support to senior management, including scheduling meetings, managing calendars, and handling correspondence.
Prepare and edit documents, reports, and presentations.
Oversee providers’ patient schedules in the EMR system.
Ensure there are no errors and appointments are scheduled properly.
Handle correspondence, complaints, and inquiries from clients and stakeholders.
Handle sensitive information with confidentiality and discretion
Oversee office budget and expenses, ensuring cost-effective solutions.
Coordinate office maintenance and repairs, liaising with building management as necessary.
Ensure a safe and clean working environment in compliance with health and safety regulations.
Manage office space planning and allocation.
Serve as the main point of contact for internal and external communications.
Coordinate and organize office events, meetings, and conferences.
Develop and maintain effective communication channels within the office.
Manage and approve PTO requests to ensure adequate staffing levels.
Conduct annual evaluations for staff, providing feedback on performance and areas for improvement.
Collaborate with department heads to set performance goals and development plans for employees.
Document evaluation outcomes and follow up on action items.
Oversee the payroll process to ensure accurate and timely payment of employees.
Work with the finance department to resolve payroll discrepancies and issues.
Monitor office expenses and recommend cost-saving measures.
Additional duties as assigned.
Knowledge, Skills, and Abilities:
High school diploma or GED equivalent.
Strong customer service focus.
Effective written and oral communication skills.
Teamwork orientation.
Organized and ability to manage competing priorities.
Knowledge of medical terminology.
Knowledge of ICD-10 and CPT coding.
Expert in computer literacy in electronic health record.
Ability to react calmly and effectively in emergency situations required.
Safe work practices in a clinic setting.
Able to follow through with delegated tasks.
Bilingual in English/Spanish preferred but not required.
Physical & Mental Requirements: (check all that apply)
Ability to stand or sit for extended periods of time.
Ability to receive and comprehend instructions verbally and/or in writing.
Ability to use logical reasoning for simple and complex problem solving.
Occasionally requires exposure to communicable diseases or bodily fluids.
Occasional travel for clinic activities may be required.
The information listed above is not comprehensive of all duties/responsibilities performed. This job description
is not an employment agreement or contract. Management has the exclusive right to alter this job description
at any time without notice.
Job title: Office Manager
Division/Department: Clinic Operations
Reports to: Director of Operations
Job Summary:
The Office Manager oversees the daily operations of the office, ensuring smooth and efficient workplace functioning. This role involves managing administrative staff, coordinating office activities, and providing support to senior management. The Office Manager will also handle various administrative tasks to maintain a productive and organized office environment.
Essential Duties and Responsibilities:
Oversee and manage daily office operations to ensure efficiency and productivity.
Enforce office policies and procedures.
Maintain office equipment and supplies, ensuring all necessary items are stocked and functional.
Supervise and support administrative staff, including hiring, training, and performance evaluations.
Delegate tasks and responsibilities to ensure a balanced workload.
Foster a positive and collaborative office culture.
Provide administrative support to senior management, including scheduling meetings, managing calendars, and handling correspondence.
Prepare and edit documents, reports, and presentations.
Oversee providers’ patient schedules in the EMR system.
Ensure there are no errors and appointments are scheduled properly.
Handle correspondence, complaints, and inquiries from clients and stakeholders.
Handle sensitive information with confidentiality and discretion
Oversee office budget and expenses, ensuring cost-effective solutions.
Coordinate office maintenance and repairs, liaising with building management as necessary.
Ensure a safe and clean working environment in compliance with health and safety regulations.
Manage office space planning and allocation.
Serve as the main point of contact for internal and external communications.
Coordinate and organize office events, meetings, and conferences.
Develop and maintain effective communication channels within the office.
Manage and approve PTO requests to ensure adequate staffing levels.
Conduct annual evaluations for staff, providing feedback on performance and areas for improvement.
Collaborate with department heads to set performance goals and development plans for employees.
Document evaluation outcomes and follow up on action items.
Oversee the payroll process to ensure accurate and timely payment of employees.
Work with the finance department to resolve payroll discrepancies and issues.
Monitor office expenses and recommend cost-saving measures.
Additional duties as assigned.
Knowledge, Skills, and Abilities:
High school diploma or GED equivalent.
Strong customer service focus.
Effective written and oral communication skills.
Teamwork orientation.
Organized and ability to manage competing priorities.
Knowledge of medical terminology.
Knowledge of ICD-10 and CPT coding.
Expert in computer literacy in electronic health record.
Ability to react calmly and effectively in emergency situations required.
Safe work practices in a clinic setting.
Able to follow through with delegated tasks.
Bilingual in English/Spanish preferred but not required.
Physical & Mental Requirements: (check all that apply)
Ability to stand or sit for extended periods of time.
Ability to receive and comprehend instructions verbally and/or in writing.
Ability to use logical reasoning for simple and complex problem solving.
Occasionally requires exposure to communicable diseases or bodily fluids.
Occasional travel for clinic activities may be required.
The information listed above is not comprehensive of all duties/responsibilities performed. This job description
is not an employment agreement or contract. Management has the exclusive right to alter this job description
at any time without notice.