Assistant Operations Manager

Hero Practice Services•Santa Fe, NM

59d

About The Position

Assistant Operations Manager Reports to: Operations Manager Status: Exempt Salary: $58,656 to $62,400 Company Overview Hero Practice Services group is the only practice management company focused on delivering the systems, processes, and people needed to efficiently deliver quality dental, vision, and orthodontic care to children in underserved communities. With 26 offices across seven states, we have helped over a million children, ages six months through 20 years, gain access to the care they need since 2006. Working at Hero is both a career and a calling…join us, BE A HERO! Company Mission To be the leading provider of high-quality and compassionate dental, vision, and orthodontic services to children in underserved communities. Outcome of the Role The Assistant Manager role is to achieve patient and organizational goals by effectively managing front office processes, scheduling optimization, and assisting with human resource functions within a pediatric dental, vision, and orthodontic practice The outcome of this role is achieved by following Hero Core Values: Doing what is right for our patients, our teammates, and our company. Upholding moral principles and trustworthy actions. Be in compliance with all laws governing our company (e.g., HIPAA) Maintain patient confidentiality Always do the right thing-even when no one is watching Demonstrates high integrity in all activities; does not cut corners to achieve goals Designs and systematically executes proactive, recurring processes to achieve goals Support the organization's goals and values, support affirmative action and respecting diversity, and adhere to state and federal guidelines Focused on delivering high quality, compassionate healthcare through your daily activities in efforts to better the community we service. Builds a community within the practice that fosters teammate satisfaction and retention by developing strategies to achieve organizational goals, being available to staff, accepting feedback from others, developing subordinates' skills, and encouraging growth Efficiently schedule appointments for all patient services Understand, monitor, and ensure the smooth execution of office processes, including but not limited to, managing employee files, verifying insurance benefits, overseeing timesheets and submitting payroll, and supervising front desk staff. Improve processes, products, and services through modern and creative thinking Evaluating our level of service and quality to the people we serve, putting what's best for our patients above all else. Review patient and family health needs to ensure all needs are met Passionate about enabling our teams to deliver high-quality care and service Strives to meet or exceed the expectations of both internal and external customers Establish clear expectations for teammates around desired patient experience and respond promptly to customers' needs by greeting patients upon arrival and scheduling appointments and answering all patient inquiries in person and on the phone Create appropriate contracts and payment plans for private pay patients Prepare accurate patient insurance letters Ensure smooth patient flow while multitasking and taking the initiative Taking responsibility for meeting our commitment and taking ownership of our results. Complete all required tasks accurately and on time Possesses an ability to work on multiple projects, problems, or tasks at once Uses research, facts, and analysis to inform decisions and continually improve outcomes Understand, monitor, and ensure effective execution of all policies and procedures by completing administrative tasks correctly and on time Having the insight and vision to see others and help them along the journey of awareness, courage, confidence, and joy. Seeing people as humans and assuming positive intent. Work collaboratively with the Hero Practice Support Center team to implement new programs and initiatives and provide feedback and ideas on improvement areas Collaborate with others to provide and understand vision and inspiration to peers by displaying passion and optimism and remaining open to others' ideas Be able to work in a fast-paced environment with different personalities Support a non-judgmental environment for patients and their families Acting as a contributing teammate to those you work with, striving for common culture and goals. Supporting one another to achieve the mission and seeing opportunity in yourself and others to develop and grow. Report to work as scheduled and ready to work Collaborate with others to provide high-quality care and experience for our patients and their families Be able to work in a fast-paced environment with different personalities Place team above self, doing whatever it takes to make the broader team win Work well with members of Hero's leadership team in pursuit of the company's goals

Requirements

High school diploma or GED required, Associates Degree Preferred
At least one year of administrative experience
Minimum of 1-2 years' experience in providing outstanding customer service and project management
Previous experience in a medical practice
Availability to work weekends
Clinical Scheduling management
Intermediate-level knowledge in Microsoft Office

Nice To Haves

Associates Degree Preferred
Identify issues and resolve problems in a timely manner; use deductive reasoning even when dealing with patient interactions
Able to multitask and complete tasks correctly and on time
Demonstrate strong interpersonal skills, listening to patients' needs, and possess a friendly and outgoing demeanor
Preferred knowledge of ECW/Dolphin Database, Order processing systems

Responsibilities

Effectively managing front office processes
Scheduling optimization
Assisting with human resource functions within a pediatric dental, vision, and orthodontic practice
Efficiently schedule appointments for all patient services
managing employee files
verifying insurance benefits
overseeing timesheets and submitting payroll
supervising front desk staff
Improve processes, products, and services through modern and creative thinking
Review patient and family health needs to ensure all needs are met
Establish clear expectations for teammates around desired patient experience and respond promptly to customers' needs by greeting patients upon arrival and scheduling appointments and answering all patient inquiries in person and on the phone
Create appropriate contracts and payment plans for private pay patients
Prepare accurate patient insurance letters
Ensure smooth patient flow while multitasking and taking the initiative
Complete all required tasks accurately and on time
Possesses an ability to work on multiple projects, problems, or tasks at once
Uses research, facts, and analysis to inform decisions and continually improve outcomes
Understand, monitor, and ensure effective execution of all policies and procedures by completing administrative tasks correctly and on time
Work collaboratively with the Hero Practice Support Center team to implement new programs and initiatives and provide feedback and ideas on improvement areas
Collaborate with others to provide and understand vision and inspiration to peers by displaying passion and optimism and remaining open to others' ideas
Be able to work in a fast-paced environment with different personalities
Support a non-judgmental environment for patients and their families
Report to work as scheduled and ready to work
Collaborate with others to provide high-quality care and experience for our patients and their families
Be able to work in a fast-paced environment with different personalities
Place team above self, doing whatever it takes to make the broader team win
Work well with members of Hero's leadership team in pursuit of the company's goals