Office Manager

Job Description

SUMMARY:


Under direction of the Practice Administrator, Clinic Coordinator, and/or Departmental Chariman, the Office Manager directs and coordinates office services and related activities in an office with multiple healthcare providers, including  developing, managing, and supervision programs for the maximum utilization of services and equipment by performing the following duties personally or through subordinate supervisors.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

*Include the following. Other duties may be assigned.*

  • Analyze and organize all office operations and procedures.
  • Evaluate office production, revise departmental procedures, or devise new methods and/or forms to improve efficiency of workflow.
  • Establish uniform correspondence procedures and style practices.
  • Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
  • Plan office layouts and initiate cost reduction programs.
  • Review clerical and personnel records to ensure completeness, accuracy, and timeliness.
  • Prepare various reports for management.
  • Coordinate activities of various departmental sections or workers within departments.
  • Negotiate the purchase of office supplies and equipment and supervise receiving and shipping.
  • Issue appropriate purchase requisitions and negotiate contracts for purchase and maintenance of office equipment.
  • Supervise telephone, electronic mail, and facsimile services.
  • Control interoffice communication.
  • Assist in creating and updating policies and procedures and ensure enforcement of such.
  • Act as liaison between Department, Central Administration, other departments, and outside entities.
  • Oversee participation in and adherence to compliance program.
  • Oversee coding, charge entry, and cash control to ensure corporate compliance.
  • Assist physicians in applying for and maintaining appropriate credentialing.

SUPERVISORY RESPONSIBILITES:

Responsible for the overall direction, coordination, and evaluation of departmental sections. May manage subordinate supervisors and may also supervise non-supervisory employees. Carries out supervisory responsibilities in accordance with the organization’s policies and procedures, and state and federal laws and regulations.  Responsibilities include interviewing, hiring, and training employees, planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

EDUCATION AND/OR EXPERIENCE:

High school diploma with eight to ten years medical office experience including three to four years healthcare supervisory experience; or associate degree with five+ years healthcare supervisory experience; or bachelor’s degree with three+ years healthcare supervisory experience.  Must have successfully completed an ICD-10 and CPT coding course and/or coding experience preferred.

OTHER SKILLS AND ABILITIES:

Knowledge of the principles and practices of health planning, and management sufficient to manage, direct and coordinate the operation of a medical practice.  Knowledge of the policies and procedures of a medical practice sufficient to direct its operations and to provide effective patient care.  Knowledge of the principles and practices of employee development sufficient to ensure organizational productivity.  Knowledge of computer programs and applications.  Knowledge of computer programs and applications.  Skill in exercising a high degree of initiative, judgment, discretion, and decision making to achieve organizational objectives.  Skill in analyzing situations accurately and taking effective actions.  Ability to assume responsibility and exercise authority over assigned work functions.  Ability to establish and maintain quality control standards. 

EOE/AA/M/F/Disability/Vet

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