Office Manager

Eisenhower Health•Rancho Mirage, CA

6d•$34 - $51

About The Position

The Office Manager provides direction and supervision to office staff and manages day-to-day business operations in accordance with regulatory standards and Eisenhower Medical Center policies and standards of practice. The role may support multiple locations or departments and is responsible for coordinating clinic services, maintaining operations, and working with clinic leadership to improve processes and service quality. The Office Manager supervises office staff, supports staff hiring, training, coaching, and performance reviews, and helps maintain appropriate staff and provider coverage. The position also oversees office services, supplies, inventories, schedules, patient-related administrative processes, and performance reporting. Responsibilities may include ensuring prior authorization for patient visits, overseeing registration and encounter closure, billing and coding documentation, revenue capture, timekeeping approvals, and serving as an EPIC super user. The role requires five years of medical office or clinic experience. A high school diploma or GED is required for employees hired after January 1, 2024; a bachelor’s degree and leadership experience are preferred. The position reports to a Manager, Director, or Chief Administrative Officer.

Requirements

High school diploma or GED, or a higher-level degree, for employees hired after January 1, 2024.
Five years of medical office or clinic experience.
Ability to adapt quickly to changing priorities and unexpected situations.
Ability to build and maintain positive interpersonal relationships with peers, staff, leaders, and vendors.
Ability to exercise initiative, judgment, and discretion.
Ability to handle patient complaints and feedback professionally and facilitate resolutions that enhance patient satisfaction.
Ability to lead by example with integrity, transparency, and accountability.
Ability to make informed decisions under pressure and prioritize urgent matters effectively.
Ability to prioritize tasks and manage time efficiently to meet deadlines.
Ability to analyze situations accurately and escalate when appropriate.
Knowledge of general office equipment and computer systems, including electronic health records (EHR) and email systems.
Willingness to adapt roles and responsibilities to support team objectives and overall success.
Written and verbal communication skills.

Nice To Haves

Bachelor’s degree.
Leadership experience.

Responsibilities

Demonstrate compliance with the Code of Conduct and compliance policies; resolve compliance questions or concerns and report suspected violations.
Manage office services and monitor the efficiency and productivity of daily clinic operations; may ensure patient visits are prior authorized.
Supervise, develop, and participate in training and orientation of clinic staff and contractors.
Hire, train, counsel, and coach staff, and complete annual employee performance reviews.
Support high levels of employee, patient, and provider satisfaction.
Resolve escalated patient or customer concerns, complaints, and issues, escalating as appropriate.
Oversee external communications with managers, medical providers, clinics, and their office staff to monitor and ensure service quality and satisfaction.
Coordinate collection of performance metrics, analyze results, provide regular reports to leadership, and audit office staff standard work for efficiency.
Coordinate and integrate office services; independently improve daily processes and procedures, solve challenges, and maintain communication with clinic leadership.
Keep leadership informed about department operations and issues involving operations, equipment, staff, contractors, or guests.
Maintain office staff and provider schedules to ensure appropriate coverage.
Oversee office supply orders, cost management, supply rotation, and inventory accuracy; support clinic growth by considering business operations.
Oversee registration, patient encounter closure, billing, coding and documentation, revenue capture, and timekeeping approvals as appropriate; may serve as an EPIC super user.
Develop, plan, and implement office objectives, goals, and process-improvement strategies.
Ensure compliance with regulatory requirements, policies, and procedures.
Plan and lead desk staff meetings and maintain documentation of them.
Facilitate cross-training to maintain adequate office coverage.
Identify opportunities for departmental improvement and work with the team to implement them when appropriate.
Perform other duties as assigned.