Office Manager

Job Title: Office Manager 

Location/s:

Reports To: Practice Manager/ Administrator 

FLSA Status: Exempt

Prepared Date: February 24th, 2023 (Rev. 07/2023 nv)

Summary

The Office Manager plays an essential role in the practice. He/she is responsible for managing administrative and clinical staff and oversee office flow and patient flow as well as ensuring that day to day operations run smoothly by developing systems and procedures to ensure optimal efficiency, ensuring that the employees have adequate training, resources, and support, and that the patient's needs are being met. 

The Office Manager is responsible for managing the overall compliance and certification programs, information technology, and building maintenance. Strong organization and communication skills are imperative to the success of this position. 

Supervisory Responsibilities

Manages the activities of all administrative and clinical staff at assigned Locations. Work and cover for the Office Managers at the other locations as needed. 

• Overseeing the work of all office employees to ensure they work productively and meet deadlines and company standards
• Counseling any employees struggling in their roles
• Answering telephone calls and emails from customers and clients and directing them to relevant staff
• Creating an office budget and ensuring all employees follow it
• Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
• Interviewing and training new office employees and organizing their employment paperwork
• Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
• Reporting office progress to senior management and working with them to improve office operations and procedures

Essential Duties and Responsibilities

Administrative Management - Collaborate with Front Desk Lead

• Supervise daily work of Front Office and Billing Office
• Delegate tasks
• Develop and assign projects.
• Work with Credentialling team to assure Physicians and Physician Assistants are Credentials with all insurance plans. 
• Maintains schedule to assure coverage for all providers and staff

Clinical Management - Collaborate with MA Lead and Clinical Coordinator

• Supervise daily work of Medical Assists/Nurse and Physician Assistants
• Delegate tasks
• Develop and assign projects
• Maintains schedule to assure coverage for all providers and clinical staff
• Work closely with the MA leads at the locations to assure proper workflow and completion of tasks 

Time Management - Collaborate with Practice Manager/Administrator

• Assists the physician(s) with office/personnel matters. Inform physician(s) of:
• Commitments
• Meetings
• Seminars
• CME Requirements and Course Schedules
• Office/patient appointments
• Hospital obligations
• Depositions/court appearances
• Other as required
• When necessary acts as a liaison between the physician(s) and:
• Management
• Pharmaceutical Reps
• Sales people (software vendors, advertising sales etc.)
• Contractors
• Patients
• Other physician(s)
• Other as required
• Assists the physician(s) with personal matters as deemed appropriate
• Assists the physician(s) in any areas to optimize his/her time
• Performs legal or professional correspondence as necessary
• Reviews current procedures and identifies ways to improve accuracy and efficiency
• Set goals for staff and work with Practice Manager and leads to develop KPI
• Holds regular meetings with staff and Management to determine practice needs
• Conduct and attend Front Office, Back Office and General Staff Meetings (Document Agenda and meeting minutes). Holds regular meetings with office staff to assure optimal medical care. 
• Hires and trains staff as needed
• Performs 90 days, quarterly and annual employee evaluations and as needed.
• Schedules regular in-service training programs to keep staff current

Practice Enhancement Marketing - Collaborate with Marketing Coordinator

• Work with our Marketing Coordinator for the marketing and public relations of your practice (s)
• Responsible for assuring good patient relations:
• Written communication
• Timely responses to patient complaints
• Adequate/consistent policies are in place
• Monitoring staff and patient satisfaction surveys
• Sending thank you notes for patient to patient referrals

Financial Management - Collaborate with Practice Manager and Accountant.

• Daily deposit reconciliation and weekly deposits/ reports
• Complete credit card purchases report weekly and monthly- CME/Travel Reimbursement reconciliation
• Maintains a system for accounts payable
• Supervise that all incoming bills are paid bimonthly and others as needed
• Issue patient and insurance refunds as required
• Prepares end-of-the-month and quarterly reports- Work with Billing Manager 
• Generates accounts receivable reports
• Generates monthly aging of