Office Manager -Grafton

WVU Medicine

8d•Onsite

About The Position

The Office Manager oversees the daily operations of a medical office in accordance with sound business practices and institutional policies. The role manages personnel, finances, budgets, accounts payable and receivable, payroll, and purchasing, and works with a multidisciplinary team of physicians and other staff. The incumbent must manage multiple tasks and respond to staffing needs, and use physician-office and hospital computer systems accurately to support claims and other records. A strong understanding of physician-office operations—including medical records, coding and documentation compliance, billing, collections, personnel management, and insurance plans—is essential. The position is responsible for operational and clinical support systems, patient registration and collections, billing and coding, credentialing, scheduling and staffing, budgets, records retention, compliance, safety, and facilities maintenance. It provides leadership and coaching to staff, monitors service quality and performance, and works with the Administrator and hospital Controller on operational and financial matters.

Requirements

High school diploma or equivalent.
Three years of current management experience in a physician practice setting, including management of individuals, computer systems, purchasing, accounts payable and receivable, billing, coding, scheduling, and governmental or insurance regulations and requirements.
Experience-, testing-, or coursework-based knowledge of CPT, ICD-9, and HCPCs coding sufficient to abstract medical-record information and generate third-party or patient claims is required.
Documented knowledge of claims management and collection processes in a physician practice is required.
Knowledge of third-party payer requirements, contracts, authorization processes, and payment practices is required.
Ability to communicate, negotiate, and resolve conflict effectively.
Ability to work cooperatively with the healthcare team and contribute to shared goals.
Ability to read and write legibly in English and comprehend written information.
Excellent hearing ability and corrected visual acuity for distant and near objects, including reading small print.
Ability to move freely through the facility and perform frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping, and feeling.
Ability to perform heavy work: exert more than 100 pounds of force occasionally, up to 50 pounds frequently, and up to 20 pounds constantly.

Nice To Haves

Ability to type 25 words per minute.

Responsibilities

Maintain an accurate department Policy and Procedure Manual.
Provide positive leadership and promote teamwork, cooperation, and professional standards.
Ensure hospital policies are implemented and followed.
Maintain fair dealings with community groups, state agencies, customers, physicians, and the public.
Work with the Administrator to ensure clinical documentation, procedures, and protocols are established, audited, and documented.
Measure and monitor patient and physician customer feedback, set performance-improvement objectives, and maintain an effective patient complaint program.
Maintain effective infection-control and safety programs.
Manage technical and clinical work systems to support quality patient care.
Manage the electronic medical record and documentation program.
Resolve patient and interdepartmental complaints in a timely manner, investigate concerns, and take corrective action.
Ensure quality patient care consistent with hospital policies and Joint Commission requirements.
Oversee preventive and corrective maintenance programs for the facility and grounds.
Evaluate and recommend solutions to accounting discrepancies in the Business Office.
Manage patient registration, including arrival, registration, credit reviews, treatment consents, and counseling about payment responsibilities.
Review write-off listings, refund requests, and miscellaneous cash adjustments for potential policy issues.
Understand position descriptions and requirements, instruct staff, and hold associates accountable for their responsibilities.
Monitor the timeliness and quality of registration and collection processes and make changes as appropriate.
Oversee accurate and efficient precertification and authorization processes.
Implement and supervise billing and coding programs consistent with hospital policies, compliance requirements, and sound business procedures.
Implement and supervise information systems needed to support billing.
Implement cash management, purchasing, and other accounting procedures in cooperation with the hospital Controller.
Prepare and maintain operating and capital budgets with the Administrator.
Maintain records in accordance with hospital and third-party requirements, including patient accounting documentation and other required records.
Set cash-collection goals and objectives and monitor compliance with payment and charity-care policies.
Manage accurate payment posting.
Ensure department compliance with Joint Commission rules and regulations.
Implement compliance with CMS, Medicaid, and PEIA requirements for documentation supporting governmental reimbursement, consistent with hospital policies and guidelines.
Ensure CPT and ICD-9 codes are accurately entered and updated in the computer system.
Maintain compliance with OIG regulations.
Manage physician and non-physician credentialing and re-credentialing with insurance companies.
Work with physicians to ensure clinical documentation, procedures, and protocols are established and audited.
Implement effective scheduling and staffing programs.
Maintain effective communications and encourage staff involvement in decision-making and problem-solving.
Complete performance evaluations on time and counsel or coach associates as appropriate.
Complete assigned associates’ timecards in Kronos.
Ensure clinical documentation is accurate, and educate or discipline staff when issues are identified.
Create and maintain clinical and clerical policies and procedures and audit them for compliance.
Work with the Safety Manager on disaster preparedness and safety programs.