Office Manager

QUICK MED URGENT CARE LLC•Mount Vernon, OH

8d•Onsite

About The Position

QUICKmed’s Office Manager is responsible for overseeing the daily operations of the urgent care facility, ensuring efficient office operations, providing excellent customer service, managing staff, and maintaining compliance with healthcare regulations. As the Office Manager, you will be the key point of contact for both patients and healthcare providers, ensuring a smooth and welcoming experience for all individuals who walk through our doors. Essential Functions: Office Operations Management: Oversee the day-to-day operations of the urgent care facility, ensuring a smooth workflow and high-quality patient care. Ensure that the office is clean, well-organized, and fully stocked with necessary supplies and equipment. Monitor patient flow, ensuring efficient check-in/check-out processes and minimal wait times. Staff Supervision and Support: Manage, train, and schedule office staff, including receptionists, medical assistants, and other administrative personnel. Implement and oversee time-off requests, ensuring adequate staffing without affecting patient care quality. Provide leadership and guidance to staff to maintain a high standard of customer service, professionalism, and patient care. Conduct regular performance evaluations, provide feedback, and identify opportunities for staff development and training. Ensure that staff are well-versed in emergency procedures and have the appropriate certifications (e.g., BLS, HIPAA training). Quality Control and Improvement: Implement processes for patient feedback collection (Google Reviews, follow-ups) and analyze data to improve patient satisfaction and operational efficiency. Conduct periodic audits of medical records, billing processes, and staff performance to ensure quality standards are met. Patient Flow Optimization: Develop and execute strategies to improve patient wait times, care quality, and patient flow. Analyze and optimize patient flow from check-in through discharge to ensure minimal wait times, maximum efficiency, and the highest levels of patient satisfaction. Work with providers and clinical staff to streamline clinical workflows. Patient Relations: Serve as the first point of contact for patient inquiries, ensuring a positive and compassionate experience. Address and resolve patient complaints or concerns in a timely and effective manner. Maintain patient confidentiality and adhere to HIPAA regulations in all interactions. Coordinate with marketing or external teams to implement patient referral programs and community outreach initiatives to drive patient volume. Inventory and Supply Management: Monitor inventory levels of medical supplies, office materials, and equipment, ensuring timely reordering to avoid shortages. Administrative Oversight: Maintain accurate patient records, scheduling information, and documentation in the practice management system. Compliance and Regulatory Management: Ensure compliance with all healthcare regulations, including OSHA, HIPAA, and local/state health department guidelines. Stay updated on changes to healthcare laws and regulations to maintain the facility’s adherence to industry standards. Oversee the implementation of policies and procedures to ensure safe and efficient patient care delivery. Emergency Preparedness and Safety: Implement and maintain emergency preparedness plans for various scenarios, including natural disasters, power outages, and mass casualty events. Ensure that staff is properly trained and equipped to handle emergencies, and that all safety equipment (e.g., fire extinguishers, first aid kits) is in place and regularly maintained. Conduct periodic safety drills for both staff and patients (i.e. fire drills, Mock Coes, etc). Facility Maintenance and Cleanliness: Ensure that the physical facility meets all health department and safety standards. Coordinate any necessary maintenance or repair work to keep the clinic environment clean, safe, and operational. Maintain relationships with cleaning services, ensuring appropriate protocols are followed for infection control and sanitation. QualificationsQualifications Strong analytical judgement Detail Oriented Familiarity with medical terminology Ability to work effectively in a fast paced environment Creating a Safe, Effective Environment Documentation Skills, Strong Verbal Communication, Inventory Control and Planning Medical Teamwork Effective time management skills and the ability to multitask. Dependability Professional and proactive work ethic. Competency in Microsoft applications including Word, Excel, Outlook, Adobe Accuracy and excellent attention to detail Ability to keep detailed records.

Requirements

Strong analytical judgement
Detail Oriented
Familiarity with medical terminology
Ability to work effectively in a fast paced environment
Creating a Safe, Effective Environment
Documentation Skills, Strong Verbal Communication, Inventory Control and Planning
Medical Teamwork
Effective time management skills and the ability to multitask.
Dependability
Professional and proactive work ethic.
Competency in Microsoft applications including Word, Excel, Outlook, Adobe
Accuracy and excellent attention to detail
Ability to keep detailed records.
Minimum one year of experience
Strong organizational and people skills required.

Responsibilities

Oversee the day-to-day operations of the urgent care facility, ensuring a smooth workflow and high-quality patient care.
Ensure that the office is clean, well-organized, and fully stocked with necessary supplies and equipment.
Monitor patient flow, ensuring efficient check-in/check-out processes and minimal wait times.
Manage, train, and schedule office staff, including receptionists, medical assistants, and other administrative personnel.
Implement and oversee time-off requests, ensuring adequate staffing without affecting patient care quality.
Provide leadership and guidance to staff to maintain a high standard of customer service, professionalism, and patient care.
Conduct regular performance evaluations, provide feedback, and identify opportunities for staff development and training.
Ensure that staff are well-versed in emergency procedures and have the appropriate certifications (e.g., BLS, HIPAA training).
Implement processes for patient feedback collection (Google Reviews, follow-ups) and analyze data to improve patient satisfaction and operational efficiency.
Conduct periodic audits of medical records, billing processes, and staff performance to ensure quality standards are met.
Develop and execute strategies to improve patient wait times, care quality, and patient flow.
Analyze and optimize patient flow from check-in through discharge to ensure minimal wait times, maximum efficiency, and the highest levels of patient satisfaction.
Work with providers and clinical staff to streamline clinical workflows.
Serve as the first point of contact for patient inquiries, ensuring a positive and compassionate experience.
Address and resolve patient complaints or concerns in a timely and effective manner.
Maintain patient confidentiality and adhere to HIPAA regulations in all interactions.
Coordinate with marketing or external teams to implement patient referral programs and community outreach initiatives to drive patient volume.
Monitor inventory levels of medical supplies, office materials, and equipment, ensuring timely reordering to avoid shortages.
Maintain accurate patient records, scheduling information, and documentation in the practice management system.
Ensure compliance with all healthcare regulations, including OSHA, HIPAA, and local/state health department guidelines.
Stay updated on changes to healthcare laws and regulations to maintain the facility’s adherence to industry standards.
Oversee the implementation of policies and procedures to ensure safe and efficient patient care delivery.
Implement and maintain emergency preparedness plans for various scenarios, including natural disasters, power outages, and mass casualty events.
Ensure that staff is properly trained and equipped to handle emergencies, and that all safety equipment (e.g., fire extinguishers, first aid kits) is in place and regularly maintained.
Conduct periodic safety drills for both staff and patients (i.e. fire drills, Mock Coes, etc).
Ensure that the physical facility meets all health department and safety standards.
Coordinate any necessary maintenance or repair work to keep the clinic environment clean, safe, and operational.
Maintain relationships with cleaning services, ensuring appropriate protocols are followed for infection control and sanitation.