Office Manager II

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure the smooth daily operation of the Emergency Medicine/Hospital Medicine/Intensivist departments. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, and conducting/managing special projects. The Office Manager is the key contact in a community Emergency Department/Hospital Medicine/Intensivist Department, supporting all efforts for the Physicians and Advance Practice Professionals (APPs), as well as the liaison to Community Hospital Departments that interact with the Medical Director and Providers. The Office Manager position can support a variety of locations/service lines and is ever changing to meet growing operational needs.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High school diploma or equivalent.

EXPERIENCE:

1. Two (2) years of administrative or healthcare administrative experience

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associates Degree.

EXPERIENCE:

1. Two (2) years of administrative experience in a medical office setting.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Performs general clerical duties:

2. Answers telephones, screen calls, takes detailed messages and provides information as needed.

3. Sorts and distributes mail

4. Maintains up-to-date phone log for staff

5. Monitors and maintains/orders office supplies/equipment as needed

6. Prepares work orders for repairs

7. Coordinates meetings and organizes catering in person and/or via Microsoft Teams

8. Arranges catering needs for special occasions

9. Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration

10. Maintains Medical Director's calendars

11. Completes monthly department credit card reconciliation

12. Completes all WorkDay invoice coding in a timely manner

13. Utilizes EMR to respond to internal/external queries

14. Assists in maintaining department employee records

15. Acts as point person for the department providers/leadership

16. Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures

17. Ensures new providers are EMR trained prior to start

18. Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)

19. Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns

20. As designated delegate, works directly with providers to complete any travel and/or purchase reimbursements in WorkDay; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider

21. Updates all CME purchase details/balances

22. Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed

23. Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO

24. Completes monthly Independent Contractor Timesheets/Invoices

25. Collects and files monthly Medical Director timesheets (reports out when needed)

26. Completes all provider extra duty hours for the Administrator

27. Calculates and forwards Acute Resource Group monthly hours to administration

28. Provides leave of absence assistance working with Absence Manager & WVUM LOA Team

29. Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices

30. Ensures WC1 forms are completed and submitted in a timely manner

31. Assigns patients to Hospitalist providers (Daily assignment)

32. Assists providers with death certificate completion

33. Assists Medical Director in annual evaluation completion

34. Conducts research to develop outcomes for special projects

35. Completes grievance reporting and letters

36. Creates presentations and reports for Medical Director

37. Assists/assembles information for reports

38. Maintains all EMR metric reports

39. Assembles daily, weekly, monthly, and yearly patient census reports

40. Completes weekly dashboards

41. Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, works with providers to complete charts in a timely manner

42. Maintains patient