Office Manager II

Ellis Medicine•Rotterdam, NY

20d

About The Position

The Office Manager II oversees daily business office administration for more than five providers across more than one physical location. The position requires knowledge of computer software used in daily operations and may include patient registration, scheduling, patient dismissal, statistics collection, staffing assignments, and staff training and supervision. The Office Manager II also assists with data collection and analysis, performance improvement plans, practice initiatives related to quality data, and special assignments requested by the Practice Administrator. The role operates within the hospital’s and department’s Ethics and Corporate Compliance Program and requires reporting compliance variances through the appropriate supervisory or compliance channels. The position is located indoors under normal working conditions, with travel required between offices. Ellis Medicine is an equal opportunity employer and states that qualified applicants receive consideration without discrimination on the basis of protected characteristics. The stated pay range is $24.75–$36.53 per hour; pay is based on experience, skills, and education, and may vary within the state.

Requirements

Associate degree required; a bachelor’s degree is preferred, or equivalent directly related work experience.
Minimum of three years’ 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, with a focus on 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, and physicians.
Customer-service-oriented attitude and behavior.
Ability to push and 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 tasks requiring hand-eye coordination, 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.

Responsibilities

Monitor patient flow through the clinic to ensure appropriate use of mid-level and physician time and adequate staff coverage.
Directly supervise Medical Secretaries, including interviewing and hiring.
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 to support smooth workflow and a positive patient experience.
Serve as liaison with contracts to ensure customer satisfaction and that service needs are met.
Reconcile monthly cash, credit card, and check transactions.
Serve as a Drug and Alcohol Collector and Trainer under 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.
Perform fit testing at local fire departments.
Review and submit Workers Compensation forms for billing.
Assist with data collection and analysis, performance improvement plans, quality-data initiatives, and special assignments requested by the Practice Administrator.
Detect, observe, and report compliance variances to a supervisor or through the chain of command, the Compliance Officer, or the hospital hotline.