Office Manager II

Ellis Medicine•Glenville, NY

20d•Onsite

About The Position

The Office Manager II oversees daily business-office administration for more than five providers across more than one physical location. The role uses computer software needed for daily operations and may include patient registration and scheduling, patient dismissal, collection of statistics, staffing assignments, and training and supervision of staff. The Office Manager II assists with data collection and analysis, performance-improvement plans, quality-data initiatives, and special assignments requested by the Practice Administrator. The position operates within the hospital’s and department’s Ethics and Corporate Compliance Program and is responsible for identifying and reporting compliance variances through the appropriate chain of command. The position monitors clinic patient flow and staffing coverage; manages and supervises Medical Secretaries, including hiring, onboarding, training, feedback, and performance evaluations; and coordinates patient scheduling and registration with recruiters, contracts, and office staff. It also serves as a liaison with contracts, reconciles cash transactions, performs drug and alcohol collection and training, approves payroll, conducts random drug-screening pool draws, and manages company billing, invoices, payment review, and check requests. Additional duties include managing medical-record requests, transmitting required company reports, processing employee and contract clearances, conducting fit testing at local fire departments, and submitting workers’ compensation billing forms. The position is indoors under normal working conditions, with travel between offices required. Salary range: $24.75–$36.53 per hour; pay is based on experience, skills, and education, and the range may vary within the state.

Requirements

Associate degree required; a bachelor’s degree or equivalent directly related work experience is preferred.
At least three years of experience as a medical office manager.
Thorough working knowledge of medical-office computer systems.
Ability to formulate, initiate, and supervise sound business and clinical policies and procedures.
Excellent financial-management skills, including cost containment, reimbursement, and collection practices.
Ability to prepare monthly financial and clinical reports as requested.
Excellent communication skills and ability to interact with hospital administration, staff, physicians, and others.
Customer-service-oriented attitude and behavior.
Ability to push or pull 25 pounds and lift or move 15 pounds from floor to table.
Ability to perform moderately difficult manual tasks, including keyboard use, writing, and filing for extended periods.
Ability to perform hand-eye-coordination tasks such as data entry, typing, and using photocopiers.
Ability to sit at a computer terminal or workstation for prolonged periods and to squat, stand, and walk for a reasonable length of time and distance.
Ability to articulate and comprehend spoken English and read English.

Nice To Haves

Bachelor’s degree or equivalent directly related work experience.

Responsibilities

Monitor patient flow through the clinic to support appropriate use of mid-level and physician time and ensure necessary staff coverage.
Serve as the direct report for Medical Secretaries, with interviewing and hiring responsibility.
Orient and train Medical Secretaries; provide regular feedback and conduct annual performance evaluations.
Schedule and register patients using Outlook calendars and Cerner Millennium, coordinating with recruiters, contracts, and office staff.
Liaise with contracts to support customer satisfaction and meet service needs.
Reconcile monthly cash, credit-card, and check transactions.
Perform drug and alcohol collections and provide training in accordance with Federal Register 49 CFR Part 40 requirements.
Approve biweekly payroll in API for office staff.
Conduct monthly and quarterly random drug-screening pool draws for multiple companies.
Manage company billing, prepare invoices, review payments, and prepare check requests for contracted services.
Manage medical-record requests from patients, companies, and attorneys’ offices.
Transmit required company reports daily.
Clear Ellis employees with TMS and clear contracts for employment according to company procedures.
Conduct fit testing at local fire departments.
Review and submit workers’ compensation forms for billing.
Assist with data collection, analysis, and implementation of performance-improvement plans.
Work on practice initiatives related to quality data and special assignments as requested by the Practice Administrator.
Detect, observe, and report compliance variances through the appropriate chain of command.