Medical Office Manager - New Rochelle

ENT and Allergy Associates•New Rochelle, NY

1d•$64,350 - $66,000•Onsite

About The Position

ENT and Allergy Associates (ENTA) and Hümi are seeking a full-time Medical Office Manager for the New Rochelle office. The position manages the day-to-day operations of a large medical office with more than five staff members, including personnel, scheduling, office systems, supplies, finances, patient support, billing-related processes, and facility upkeep. The manager works with physicians, Human Resources, Operations, and the Billing Director to support smooth office operations and patient care. The listed schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., subject to change based on office needs.

Requirements

Ability to handle multiple tasks simultaneously.
Ability to deal effectively with employees.
Willingness to train personnel.
Usually be the first to arrive at the office.

Responsibilities

Recruit, train, evaluate, schedule, and supervise office personnel, directly or indirectly.
Know and manage IFOD procedures for EMR offices, respond to computer outages, and train employees on IFOD functions, including Icon/USB.
Ensure staff understand and can use Phreesia, and educate staff about job requirements and expectations.
Work with Human Resources and Operations on personnel conflicts, performance issues, and staffing shortages; document personnel problems and counsel staff when necessary.
Maintain a neat and tidy waiting room, exam rooms, kitchen, file rooms, and other office areas.
Assist with phones and patient complaints or concerns, and cover for absent staff members.
Review physician schedules daily to ensure the appointment policy of five patients per hour, with a sixth patient only for emergencies, is followed.
Create and review staff schedules, including daily hours, Saturdays, and vacation schedules; audit schedules if the office is on the PRRC.
Review all work log tasks daily in Next Gen.
Order and maintain office supplies and forms, build vendor and supplier relationships as needed, and train staff on the E-Requestor purchasing software.
Operate within budget constraints, prepare and approve invoices, and follow applicable policies and procedures.
Reconcile petty cash daily and reconcile the change drawer when the office has one.
When applicable, reconcile old accounts receivable and prepare old EOBs and monies for the corporate office; this responsibility does not apply if a biller is on staff.
Make daily deposits and create mail payment journals with supporting documentation.
Run KEPT reports to ensure daily charges are accounted for; run and drop charges daily and run weekly Encounters with No Charges reports.
Run claim edits after charges are dropped and task physicians for information needed to submit claims to insurance carriers.
Maintain accurate Payment Journal and Accounts Payable logs in the Policy & Procedure book.
Precertify and schedule surgeries, tally monthly surgery totals, referrals, and assists, and post daily surgical charges when there is no surgical coordinator.
Communicate with doctors about office schedules, health insurance issues, medical fees, and follow-up on patient information.
Ensure correct procedure and evaluation-and-management codes are used; work with the Billing Director to educate physicians and staff on billing processes, documentation guidelines, and appropriate billing and coding.
Post all hospital consults and emergency-room visits for physicians each month.
Hold regular office meetings or huddles and keep staff informed about policies, procedures, insurance information, and memos.
Handle medical record requests or coordinate them with the file coordinator, and ensure CBO billing requests are returned with appropriate information promptly.
Maintain the Facility Checklist throughout the year, including items such as carpet cleaning and waxing exam room floors.
Learn and help train employees on the new electronic medical record system.