000300 - Clinical Operations Management - Office Manager

Panoramic Health•Fort Myers, FL

5d•Onsite

About The Position

The Office Manager oversees the day-to-day operations of the office under the supervision of the Office Administration. The Office Manager leads training for new front office employees and performs certain administrative duties in the absence of the Administration. Responsibilities include overseeing, managing, and supervising all clinical and office functions involving patient care and office operations. This role involves managing day-to-day staffing, coordinating daily activities of office staff, and ensuring customer service excellence. The Office Manager is responsible for staff oversight, including training and ensuring tasks are performed correctly, such as patient registration, appointment scheduling, acquiring medical records, triaging for urgency, obtaining referrals/authorizations, preparing patient chart summaries, and reviewing weekly batches. Additionally, the role includes HR functions like payroll, time clock management, employee orientation, and PTO calendar maintenance. The Office Manager also conducts training programs, manages purchasing and procurement, oversees facilities, and ensures staff compliance with policies and procedures. This position prepares reports, works within a complex organization, and serves as a resource to clinical staff and patients. A significant part of the role involves working with a sophisticated computer system, including Athena dashboards and end-of-day reconciliation. The Office Manager also arranges for maintenance/repairs, orders office supplies and medical equipment, tracks inventory, and manages office utilization within budget guidelines. They serve as a facility representative, manage physician schedules, address day-to-day issues, and report operational problems to Administration. This role may also assist with marketing and coordinate with vendors. The Office Manager will back up front desk and office positions when necessary, maintain patient confidentiality, manage phone lines, page physicians, coordinate weekend physician coverage, and attend required meetings. Other duties may be assigned.

Requirements

High school diploma or GED.
Knowledge of medical terminology, insurance and government payer regulations and other third-party requirements.
Proficient in the use of office equipment, such as computer, copier, printer, fax.

Nice To Haves

Certification as a Medical Assistant preferred.

Responsibilities

Oversees, manages, and supervises all clinical and office functions involving patient care and office operations.
Manages day-to-day staffing, including ensuring staff show up on time, approving vacations, and arranging coverage.
Coordinates the daily activities of the office staff to ensure proper coverage at all times.
Management by Walk About (MBWA) – be visible and present.
Manages and monitors office and assigned medical staff in achieving customer service excellence and customer relationship management.
Ensures staff are trained and perform their jobs correctly, including accurate and timely patient registration, appointment scheduling, acquiring medical records, triaging for urgency, obtaining referrals/authorizations, preparing patient chart summaries, and reviewing weekly batches.
Ensures all equipment is ready and works prior to daily activities.
Compiles employee payroll information for payroll approval.
Provides office orientation for new staff and supervises all staff training.
Maintains Staff PTO Calendar.
Conducts training programs as required, patient records, purchasing and procurement, facilities and other areas as required by administration.
Leads the implementation, monitoring and determining adherence of staff compliance to policies and procedures.
Prepares, compiles, develops, and presents a variety of regularly scheduled and/or ad hoc narrative, statistical and/or other reports and presentations.
Oversees, and works in a complex organization.
Serves as a resource to clinical staff in proving support and assistance to patients, families, medical office staff and others having business with Panoramic Health.
Oversees, works in and on a sophisticated computer system performing data entry, completing forms, conducting statistical analysis and related office support tasks, including Athena dashboards and end-of-day reconciliation.
Arranges for maintenance/repairs for all office machinery.
Oversees and/or orders office supply, medical equipment, tracks, and monitors office utilization.
Tracks inventory and prepares order for office supplies within office budget guidelines.
Serves as facility representative for new patients and families, visiting physicians and other medical practice representatives.
Ensures all physician schedules are booked correctly, accurately, and timely.
Addresses all day-to-day issues and day-to-day needs.
Informs Administration of operational problems and concerns.
Assists with marketing - Panoramic Health Ambassador in the community.
Coordinates, works with, and assists vendors, contractors and others as required.
Backs up front desk and office positions, when necessary (as qualified).
Maintains patient confidentiality.
Manages multiple phone lines; answers phones, routes calls and takes accurate messages.
Pages physicians as necessary.
Coordinates weekend physician coverage in collaboration with managing partner.
Attends required meetings and participates in committees, as requested.
Performs other duties and responsibilities as required, assigned, or requested.