Office Manager - Ophthalmology

Summit Health•New Britain, CT

1d•Onsite

About The Position

Under the supervision of the Service Line Director, the Office Manager is responsible for planning, organizing, and coordinating daily operations to ensure quality of patient care. This role serves as the liaison between the Physician, staff, and senior leadership, providing leadership and support in day-to-day operations within the clinical setting. The Office Manager ensures policies and procedures are communicated and adhered to, and that staff are competent in emergency protocols. They are responsible for staff scheduling, managing PTO requests, identifying staffing needs, and monitoring overtime use. The position also involves coordinating and assisting with staff training, monitoring, evaluation, hiring, and orientation. In collaboration with the Service Line Clinical Manager, the Office Manager evaluates clinical staff, conducts annual performance evaluations with physician input, and works on clinical quality improvement processes. They monitor departmental compliance with OSHA, HIPPA, and Occurrence Reporting, and ensure the appropriate use of technology including EMR and Practice Management Systems. The Office Manager acts as a liaison for Care Management and Care Coordination to support Meaningful Use objectives, including documentation, patient outreach, and portal communications. They work with physician POD Liaisons to ensure efficient office operations, adjust workflows as necessary, and maintain seamless communication. This role is a resource for patient issues and concerns, and collaborates on customer service action plans. Daily huddles, monthly staff meetings, and attendance at Leadership meetings are also key functions.

Requirements

A minimum of 3 years of leadership experience.
Travel between locations is required.
Knowledge of current nursing practices and protocols.
Previous experience working directly with physicians is required.
Ability to communicate in English, both orally and in writing.
Strong interpersonal and organizational skills.
Ability to perform diverse work assignments with time limitations and with a high degree of accuracy.
Ability to use problem solving, critical thinking, and priority setting skills.
Demonstrates flexibility with various work schedules.

Nice To Haves

College degree preferred.

Responsibilities

Planning, organizing, and coordinating daily operations to ensure quality of patient care.
Serving as the liaison between the Physician, staff, and senior leadership.
Providing leadership and support in day-to-day operations within the clinical setting.
Ensuring policies and procedures are properly communicated and adhered to.
Ensuring staff members are competent in emergency protocols and procedures.
Completing and populating staff monthly schedules and maintaining the automated schedule.
Managing staff PTO requests and identifying staffing needs in advance.
Assisting in utilizing resources effectively and monitoring and controlling overtime use.
Coordinating and assisting with training, monitoring, and evaluation of staff.
Planning and assisting in the hiring and orientation of new office staff.
Evaluating clinical staff according to policy and providing ongoing feedback.
Conducting an annual performance evaluation including obtaining physician input on each staff member of the department.
Implementing and creating action plans for clinical quality improvement processes at the POD level and monitoring all Quality Improvement initiatives.
Monitoring departmental compliance with all applicable standards (OSHA, HIPPA, Occurrence Reporting) and reporting compliance concerns.
Ensuring utilization of resources for resolution of issues.
Advancing the department’s technology including the use of information technology and the implementation and appropriate use of the Electronic Medical Record, Practice Management System, Departmental/Ancillary systems.
Serving as liaison between Care Management and Care Coordination in support of Meaningful Use.
Working with the physician POD Liaison(s) to ensure efficient office operations and adjusting workflow as necessary.
Communicating with physicians and POD Liaison on a regular basis to ensure seamless communications flow.
Serving as a resource for department managing patient issues and concerns, and reporting back to Providers and Service Line Manager.
Maintaining and expanding staff competencies, implementing ongoing internal education programs and encouraging participation in outside continuing education.
Increasing operational efficiency in PODs through cross training of personnel.
Supporting Career Ladder opportunities to bring staff to their highest potential.
Implementing customer service action plans.
Conducting Daily Huddles and monthly POD staff meetings; communicating pertinent initiatives and information to staff.
Attending Leadership meetings.
Delivering direct patient care within the scope of licensure and in accordance with policy.
Prioritizing patient care by implementing physician orders and nursing procedures.
Effectively communicating problems, concerns or issues to the Service Line Manager appropriately and promptly.
Providing referrals and/or consult orders appropriately and in a timely manner in the EHR.
Appropriately adhering to universal safety precautions when administering medications and disposal of medical waste.
Performing other duties as required.