Medical Office Manager, Scheduling

Somnia, Inc.•Germantown, TN

3d•$55,000 - $70,000•Hybrid

About The Position

The Medical Office Manager, Scheduling role is a member of our leadership team and works directly with the Regional Practice Administrator providing service to the Methodist Le Bonheur Hospitals (Tennessee Hospitals: Memphis University Hospital, Germantown Hospital, Methodist North Hospital, Methodist South Hospital and Mississippi Hospital: Olive Branch Hospital). The Medical Office Manager will work with Somnia’s executive management team as well as local hospital leadership. Strong interpersonal, organizational and time management skills are a must. The Medical Office Manager MUST be able to reliably travel between all hospital locations mentioned in the overview.

Requirements

Strong organizational skills with a problem-solving attitude.
Strong interpersonal & communication skills (both written and verbal).
Proficiency: Microsoft Word (Intermediate/Advanced), Outlook (Intermediate), Zoom (Intermediate), Excel (Intermediate/Advanced), PowerPoint (Intermediate/Advanced).
Availability: Monday – Friday, 7:00am – 3:30pm. Must be available to occasionally cover nights and/or weekends as needed.
Must be able to reliably travel within and between each hospital location mentioned in the Position Description.
Bachelor’s degree preferred, or 2-5 years’ equivalent experience.
Prior experience in a medical administrative or adjacent role heavily preferred.
Strong follow-up initiatives are crucial.

Responsibilities

Prepare clinician vacation and weekend/holiday call schedules each October for the subsequent year.
Develop schedules on a quarterly basis and post them four weeks before the start of the quarter.
Assist with filling schedule holes.
Communicate scheduling needs to Medical Directors, VP of Practice Operations, Chief Administrative Officer, Regional Practice Administrator, Somnia Recruitment, Locum Recruitment and Credentialing Teams.
Maintain QGenda to reflect new hires and removal of inactive clinicians, ensuring all clinicians utilize it to its full functionality.
Ensure QGenda data is updated if changes are made after publishing schedule (i.e.: swapping shifts, vacation time, unpaid days off, sick calls, etc.).
Review lists of expiring or expired credentialing items, obtain outstanding information and input into the Somnia credentialing platform and send them to hospital medical staff office (when appropriate).
Collaborate with the Practice Administrators, Practitioners, Somnia and the Medical Staff Offices to ensure all Practitioner’s credentials are up to date.
Actively participate in all facility-related recruitment calls including weekly recruitment calls.
Work with Somnia Recruitment, Credentialing and Locum Recruitment Teams to ensure clinician recruitment needs are being addressed.
Ensure clinicians are input and given access to QGenda.
Provide backup/assistance to the Billing Administrator.
Complete training to thoroughly scrub charts for all pertinent pieces of information.
Follow standard chart batching and scanning process according to Somnia’s billing partner’s policies and procedures.
Ensure that all data streams are complete, accurate and contain the required clinical and demographic information to prepare and process claims.
Ensure that all clinical and demographic information is scanned and uploaded to server and that Somnia RCM is accessing said information.
Ensure that information entered in the Somnia Chart tracker daily.
Updates are made within 48hrs when discrepancies with billing case logs are identified.
Review billing IR logs daily.
Address pending items within 48 business hours.
Interact with hospital clinical and administrative staff as necessary to obtain additional information and to foster positive communication to enhance the access to timely, high quality, and accurate information on information pertinent to billing.
Facilitate and support improvements in conducting periodic clinical practice audits and maintaining accurate records/reporting.
Conduct 10 clinically focused audits per week per site.
Store audits in Somnia SharePoint.
Reconcile outcome forms.
Run outcome forms report daily using specialty benchmarks.
House report in Somnia SharePoint, and make accessible to admin team.
Continue to reach out daily to clinicians who are missing outcome forms, until completed.
Ensure electronic outcome forms are completed within 48 hours of case completion.
Give weekly updates to the team regarding outstanding forms.
Login to MTC weekly to complete transcriptions.
Respond to Red Alerts within 48 hours.
Ensure timely completion of F/OPPEs.
Load F/OPPEs on shared drive folder and provide copy to hospital MSO.
Complete Somnia University modules as assigned.
Participate in the development of content when requested.