OFFICE MANAGER ASST

FRANKLIN PRIMARY HEALTH CENTER INC•Mobile, AL

3d•Onsite

About The Position

This position reports to the Operations Manager, who in turn reports to the Chief Operations Officer. The incumbent provides support to the Operations Manager in providing centralized support functions, in such areas, as supplies, furniture and equipment management, managing systems for effective communication of information within the site, and other duties as assigned by the office manager. The incumbent also acts as the Office Manager in his/her absence.

Requirements

An associate or bachelor's degree in business administration or management with three (3) years' work experience or any acceptable combination of education, training and management experience in a medical setting.
Possess knowledge of company policies, and management techniques.
Planning, coordinating, and directing varied administrative operations; speaking clearly and effectively; writing legibly and effectively; supervising, training, and evaluating assigned employees.
Possess the ability to manage time and resources wisely.
Possess the ability to organize and communicate clearly and effectively to customers, staff members and visitors.
Must adhere to and comply with safety regulations, personnel policies and procedures.
Must receive Safety and Hazardous Communication training annually.
Knowledgeable of OSHA and CLIA requirements to assure compliance; and exercise universal precautions.
Receive annual health immunization updates, including TB skin tests and for clinic staff, hepatitis B series.
Must provide the very best customer satisfaction to patients, visitors and other staff at all time in a professional and courteous manner.
Provides assistance in resolving customers’ problems
Coordinates efforts and interfaces with other departments to resolve problems
Actively protects customer confidentiality
Actively keeps environment clean and safe with a professional and welcoming image
Always treats customers as welcome guests and provides a warm and sincere greeting
Consistently presents a professional appearance in dress and grooming by adherence to dress code policy
Effectively and regularly demonstrates the values of the organization
Effectively involves customers in decisions that affect them
Follows through in a timely manner of commitments made to customers
Taking ownership of your attitude toward Service Excellence.
Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.
Must comply with Privacy Rule guidelines by learning to protect FPHC patient’s medical privacy.
Must comply with Privacy Rule guidelines by appropriately maintaining our patient information in compliance with national standards.
Must comply with Privacy Rule guidelines by providing appropriate security of FPHC patient records.

Nice To Haves

Requires eye-hand coordination and manual dexterity.
Requires the ability to distinguish letters or symbols.
Requires the use of office equipment, such as copier, computer terminals, keyboards, telephones, calculators or fax machines.
Requires normal vision range.
Requires frequent standing, sitting, bending stooping or stretching.

Responsibilities

Assist in the planning, coordination, and evaluations of work assignments of non-medical personnel at the facility.
Provides back-up support to office manager and to non-medical staff as needed.
Assist office manager in the coordination of work changes, space assignments, non-medical staff duties, equipment needs, training, etc. as required.
Provides input and support in the coordination of the center's budget and the implementation of cost saving measures.
Assist employees, supervisors, and department heads to settle work-related conflicts through advice and recommendation.
Responsible for the supervision of front desk personnel and the day-to-day front desk functions to ensure effective and efficient patient flow.
Assist customers with problems areas relating to customer service; coordinates efforts and interfaces with other departments to resolve problems.
Oversees opening and closing activities each day; assures that the answering service is activated and deactivated each day; as well as securing and distributing messages timely from the service.
Provides assistant and/or perform staff evaluations as assigned.
Monitors, orders and delegate duties of ordering supplies for site per policy and procedure guidelines.
Serves as custodian of building keys.
Provides assistant for the maintenance and upkeep of the facility. Identifies and reports problems and coordinates their resolutions with the Operations Manager.
Performs other duties related to another job title (i.e., Intake Clerk; Head Receptionist; Medical Records; etc.) when not serving in the capacity as Assistant Office Manager.
Assumes responsibility for the proper application of established personnel policies and procedures, including safety and health regulations.
Other duties as delegated and assigned by the Operations Manager and/or COO.