Medical Office Manager - New Rochelle

ENT and Allergy Associates•New Rochelle, NY

11d•Onsite

About The Position

ENT and Allergy Associates (ENTA) and Hümi are seeking a full-time Medical Office Manager for their New Rochelle office. The role manages the day-to-day operations of a large office with more than five staff members. The manager oversees personnel, office schedules and facilities, patient-facing support, supplies and purchasing, budgets and financial procedures, billing and charge workflows, surgery coordination, medical records, and staff communication and training. The position works with physicians, Human Resources, Operations, and the Billing Director to support effective office operations and accurate billing practices. The stated schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., subject to change based on office needs. Salary is $64,350–$66,000 per year.

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

Directly or indirectly recruit, train, evaluate, schedule, and supervise office personnel.
Know and follow IFOD procedures, respond promptly to computer outages, and train employees to use IFOD functions (Icon/USB).
Ensure staff understand and can use Phreesia; educate staff about job requirements and expectations.
Work with Human Resources and Operations on staffing concerns, including conflicts, performance issues, and shortages; document personnel problems and counsel staff when needed.
Keep the waiting room, exam rooms, kitchen, file rooms, and other office areas neat and tidy.
Help answer phones, address patient complaints or concerns, and cover for absent staff.
Review physician schedules daily to ensure the appointment policy of five patients per hour, with a sixth patient only for an emergency, is followed.
Create and review staff schedules, daily hours, Saturday coverage, and vacation schedules; audit schedules when the office is on the PRRC, as applicable.
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 E-Requestor purchasing software.
Operate within budget constraints, prepare and approve invoices, follow applicable procedures, and reconcile petty cash and any change drawer daily.
Handle old accounts receivable reconciliation and prepare old EOBs and payments for the corporate office when applicable; this is not applicable if a biller is on staff.
Make daily deposits, create mail-payment journals, and attach required documentation.
Run KEPT reports to verify daily charges; where applicable, run KEPT reports and drop charges daily, run weekly Encounters with No Charges reports, and run claim edits after charges are dropped.
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 applicable.
Work with physicians on office schedules, health insurance issues, medical fees, and follow-up on patient information.
Ensure appropriate procedure and evaluation-and-management codes are used.
Work with the Billing Director to ensure physicians and staff receive appropriate education on billing processes, documentation guidelines, and billing and coding of services.
Post physicians’ hospital consultations and emergency-room visits each month.
Hold regular morning or afternoon office huddles and keep staff informed about policies, procedures, insurance information, and memos.
Handle medical-record requests or coordinate them with the file coordinator.
Ensure CBO billing requests are returned with the appropriate information and in a timely manner.
Maintain the Facility Checklist throughout the year, including items such as carpet cleaning and waxing exam-room floors.
Learn the new EMR and help train employees to use it.