Office Manager (Flatwoods)

COMMUNITY CARE OF WEST VIRGINIA INC•Sutton, WV

10d•Onsite

About The Position

The Office Manager is responsible and accountable for leading and managing a multi-department medical facility. This position supports the facility's mission, goals, budget, and performance standards and communicates them to staff. The Office Manager utilizes his/her knowledge of organization policies, procedures, and systems. In addition, they use their skills in planning, organizing, delegating, and supervising. This person must work effectively with physicians, mid-level medical providers, staff, patients, and external agencies. This individual must have the ability to take the initiative and to exercise independent judgment, decision-making, and problem-solving experience. The Office Manager must work collaboratively with the Chief Operations Officer, Chief Medical Officer, Quality Improvement Department, Director of Patient Services, and Director of Purchase and Safety.

Requirements

Working knowledge and understanding of HIPAA and OSHA-related rules and regulations.
Excellent organizational and interpersonal communication skills
Demonstrated ability to manage multiple priorities.
Must be able to establish and maintain effective working relationships with medical professionals and peers.
Must present a professional demeanor at all times.
Computer proficiency (electronic medical records, Outlook, Word, Excel)
Three (3) years of medical or office management experience.

Responsibilities

Provides direct supervision to clinical support staff, including orientation, performance appraisal, and coordination of personnel records. Oversees team and activities of the facility; assigns and distributes work; determines priorities; develops/maintains monthly staff working schedules; performs personnel-related functions (hiring, firing, disciplining, training, etc.) in collaboration with the human resources department.
Work with providers and staff to maintain a positive work environment.
Conduct activities directly related to finances, such as monitoring co-pay and account collections.
Daily interaction with patients to assure patient satisfaction, promote patient engagement and assess any barriers to care. Facilitate patient enrollment or eligibility in applicable patient assistance programs, as needed.
Conduct daily huddles.
Work with Quality Improvement Department on meeting goals set for the site.
Manage all staff's bi-weekly timecard submissions to the accounting department. Certifies correct timecards, enters disbursements, approves and verifies time requests, etc. Submits payroll data to the accounting department as dictated by established policies.
Daily oversight of Reception and Patient Navigator staff to ensure efficient patient flow. Acts as point of contact for contracted laboratory staff and maintains a good working relationship with the contracted service provider. Presents problems, issues, or concerns to the executive management team for resolution.
Performs regularly scheduled meetings with staff to distribute information, explain processes, and offer staff development and instruction. Meetings are also administered to gain feedback from staff on areas needing improvement or processes that need 'fine-tuning.' Once feedback has been given, the Office Manager acts as a liaison to staff to deliver input to the administration and the resolution of the issue problems.
Responsible for inventory management at the site. Accepts, monitors disburses, prepares ordering requests, and forwards purchasing requests to the Purchasing Coordinator by establishing weekly deadlines. Recommends new health center equipment procurement and monitors maintenance/repair needs of existing equipment (e.g., crash cart, audio and visual equipment, etc.).
Communicates effectively and professionally with patients, referring physicians and their office staff, visitors, clinicians, and clinical support staff.
Ensures that all site duties and responsibilities are carried out according to the organization and department policies and procedures.
Works closely with management to ensure the efficient, timely flow of overall operation and promotion of the site.
Performs and implements instructions given by the administration to develop the facility further. Communicates changes to site staff positively and optimistically, emphasizing constructive training in new procedures and processes when implementing change.
Ensures compliance with various regulatory agencies
Initiates quality control measures and monitors work quality for compliance with organization standards.
Provides regular updates to administration through structured meetings concerning site events, status reports on current/future program implementation, and issues or concerns that have arisen.
Other projects and duties as assigned.
Supports the Mission, Values, and Vision of Community Care of West Virginia and the facility
Responsible for collaborating with other agencies (BCCSP, VFC, Family Planning, etc.) regarding resources and services for improved patient care and staff development. Will provide oversight to LPN's and MAs assigned to the above programs and monitor for guaranteed accuracy and compliance.
Assist patients, family members, or other clients with concern and empathy; respect their confidentiality and privacy; and communicate with them in a courteous and respectful manner.
Answer and refer telephone calls or other inquires to ensure accurate and timely communications are facilitated.
Identify yourself in a pleasant and positive manner.
Take responsibility for helping the patient.
Assist in the orientation/training of new Team Members.
Consistently work in a positive and cooperative manner with fellow Team Members.
Assist other Team Members in the performance of their assignments.
Take direction and initiate actions (cross/additional training) that will allow the assumption of cross-functional duties to ensure seamless patient care.
Demonstrate flexibility to perform duties wherever volume deems it necessary within the Organization.
Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.
Investigate and follow through on unusual orders or requests for service or information.
Follow proper reporting procedures for actual or potential accidents and/or incidents so follow-up and/or prevention can occur.
Record/report the need for service maintenance or repair of equipment and remove any faulty equipment from service.
Consistently evaluate work and determine if further steps are needed to meet patient expectations.
Consistently demonstrate the ability to respond to changing situations flexibly to meet current needs, such as reprioritizing work as necessary.
Minimize non-productive time and fill slow periods with activities that will enable you to prepare to meet the department's future needs.
Organize job functions and work areas to be able to complete varied assignments within established time frames effectively.
Consistently demonstrate the ability to take the initiative to make decisions/choices without direct supervision.
Demonstrate knowledge and understanding of all policies and procedures and the ability to reference them from appropriate books and manuals.
Comply with the CCWV's infection control policies and procedures, including the Bloodborne Pathogens Standard, ensures a safe working environment for self and others.

Benefits

Paid Time Off (PTO)
Paid Holidays
Extended Sick Pay (ESP)
Medical Health Insurance and Prescription Coverage
Basic Life Insurance for Employee and Family
Short-Term Disability
Long-Term Disability
401(k) Voluntary Contribution Plan
Health Reimbursement Account
Employee Elected Voluntary Coverage for Employee and Family
Life Insurance, Dental, Vision, Flexible Spending Account, Dependent Spending Account
Discounted undergraduate & graduate rates at West Virginia Wesleyan College for employee and family