Office Manager

MAJOR FUNCTION
The Medical Office Manager role will ensure good business practices for the organization while the clinicians focus on providing health care. They will fully be engaged in the unique environment and clientele of a healthcare setting, as well as interacting with clinicians and complying with governmental regulations. The Medical Office Manager is responsible for the non-clinical aspects of the day-to-day operations in the medical office environment while working with HJAHC staff, outside physician offices, hospitals, another healthcare facility and stakeholders.

ESSENTIAL FUNCTIONS

• Oversee medical service activities and personnel
• Plan and coordinate patient schedules
• Keep budget in check
• Order medical and office supplies
• Design and implement office policies and procedures
• Supervise and lead office staff
• Oversee and manage paperwork for patient care, medical compliance, and all levels of reporting
• Ensure positive collaboration between doctors and nurses
• Arrange informational materials for patients
• Keep inventory records
• Ensure adherence to healthcare laws, rules and regulations
• Answers phones, makes copies, schedules appointments and maintains supplies
• Provides support to nursing and clinical staff for using the electronic medical records system, Athena
• Administers and maintains patient records, breaks down medical charts for record keeping and coordinates billing.
• Maintains a line of communication between the patient and clinical staff, and communicates with clinical staff to ensure all appropriate patient information is gathered.
• Assists the Director of Nursing in the development of policies and procedures that govern nursing services and other services under his/her position control.
• Conducts monthly office assessments at all clinical department levels.

ADDITIONAL RESPONSIBILITIES:

• Attend job related training as mandated.
• Meets dress code standards; appearance in neat and clean.
• Reports to work on time and as scheduled; completes work within designated time.
• Wears identification while on duty; uses computerized punch time system correctly.
• Maintains patient confidentiality at all times.
• Completes in-services and returns in a timely fashion.
• Attends annual review and department in-services, as scheduled.
• Attends a minimum of 10 staff meetings annually; reads monthly staff meeting minutes.
• Represents the organization in a positive and professional manner.
• Actively participates in performance improvement and continuous quality improvement (CQI) activities.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission, visions and goals of the facility, as well as the focus statement of the department.
• Performs other duties and assumes other responsibilities as apparent and/or as assigned by Supervisor

REQUIREMENTS:

EDUCATION & EXPERIENCE:

• High school degree required; Associates or Bachelor's degree in Business Administration or Health Care Administration preferred.
• Preferred minimum of 2 (two) years supervisory experience
• Minimum of 2 to 3 years in a medical office setting.

LICENSURE AND/OR CERTIFICATIONS:

• Must hold current certification in Basic Life Support.
• Complete Care Coordination and Transitional Management Course.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER (KSAO’s)

• Proficient in MS Word, Excel, PowerPoint, and Outlook
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

PHYSICAL & WORK REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the manual dexterity sufficient to operate phones, computers and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.