Front Office Manager

Raleigh Ophthalmology•Raleigh, NC

About The Position

The Office Manager is responsible for supervising and overseeing all staff and clinical activities at the assigned office location. The office manager ensures quality services are provided according to established policies and procedures; is responsible for working in collaboration with practice physician(s) to manage templates and patient schedules. The office manager works closely with Human Resources and Administration on employee performance evaluations, hiring, transfers, promotions, and employee relations concerns.

Requirements

High school Diploma or equivalent, secondary education preferred.
Minimum of 5 years of progressively responsible operations experience in a healthcare environment required
Language skills: ability to clearly communicate thoughts and plans to clients, team members, and administration.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees.
Ability to hear and understand verbal feedback from clients.
Computer skills: ability to use Windows based applications, design programs including MD Referral Pro
Reasoning Ability: ability to apply common sense to understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Professionalism: possess strong work ethic and high level of professionalism

Responsibilities

Day-to-day management of operations for the organization
Ensure efficiency and effectiveness of clinic and front desk process
Triage IT support requests and needs
Place/approve office supply orders, accurately sort mail
Lead/participate in weekly office operations meetings
Manage physician templates and schedules
Aid with patient flow in clinic, moving and readjusting staff as needed for proper clinic coverage
Troubleshoot issues daily pertaining to patient care and scheduling
Conduct monthly team meetings with all direct reports
Update daily huddle information and display for all to view
Ensure medical records processes and procedures run efficiently and accurately
Identify inefficiencies and recommend solutions according to best practices
Troubleshoot daily issues pertaining to patient care and surgery scheduling process
Assist in process creation and update for surgery scheduling team(s)
Hold regular meetings with surgery schedulers for feedback, process improvement, and to address issues/concerns
Monitor and adjust staffing based on weekly overtime for direct reports; approve time off requests
Responsible for onboarding of new front desk associates, surgery schedulers, and medical records specialists
Conduct new hire 90 day and annual performance reviews for all direct reports with input from clinical manager/trainer for all clinical staff
Responsible for disciplinary actions and termination of employees in conjunction with HR
Evaluate employees as appropriate based on job duties and adherence to company policies and procedures. Provide feedback on an on-going bases and conduct timely annual employee performance reviews in partnership with the Practice Administrator/Regional Director and Human Resources
Review outstanding balance report and work with front desk associates to collect patient payments (co-payments and prior balances)
Manage missing charge reports
Reconcile daily cash flow and management with NexTech and collected funds; complete weekly bank deposits
Daily/Weekly monitor of patient comments and surveys using current reputation management software and websites.
Work with EyeSouth marketing team to respond to on-line comments timely after posting (Google, Facebook, etc.)
Responsible for all aspects of OSHA, to include documentation and training
Responsible for clinic and office safety & continued staff training