Office Manager - Southwest Kidney Institute

Panoramic Health•Peoria, AZ

About The Position

The Office Supervisor coordinates day-to-day office operations under the supervision of Office Administration and trains new front-office employees. The position oversees clinical and office functions involving patient care and office operations across office locations in the Phoenix Metro area, including Peoria, Surprise, Phoenix, Mesa, Chandler, and other areas. The role may perform administrative duties in the absence of Administration and serve as a resource to clinical staff, patients, families, office staff, and others doing business with Panoramic Health. The position supervises staff and workflows, supports patient scheduling and records processes, handles payroll-related information, and ensures office and clinical resources are ready for daily activities. It also uses the Athena system for data entry, forms, reporting, statistical analysis, dashboards, clinical inbox work, and end-of-day reconciliation. The Office Supervisor oversees supply ordering and inventory, arranges equipment maintenance, represents the facility to patients and visitors, and addresses operational issues. The role backs up front-desk and office positions when qualified and necessary.

Requirements

High school diploma or GED.
Minimum of 5 years' experience in medical office operations.
Knowledge of medical terminology, insurance and government payer regulations, and other third-party requirements.
Proficiency using office equipment, including a computer, copier, printer, fax machine, and POS machine.

Nice To Haves

Certification as a Medical Assistant is preferred.

Responsibilities

Oversee, manage, and supervise clinical and office functions involving patient care and office operations.
Coordinate staffing, including attendance, vacation approvals, coverage arrangements, and daily staff activities.
Maintain a visible presence in the office through Management by Walk About (MBWA).
Supervise and monitor office and assigned medical staff to support customer service excellence and relationship management.
Ensure staff are trained and correctly schedule and reschedule patient appointments.
Ensure staff register new patients accurately in the practice management system, including demographic and insurance information.
Ensure staff obtain medical records for new patients, triage for urgency, and obtain required referrals or authorizations.
Ensure staff provide first-pass requests for labs and testing for follow-up patients and prepare patient chart summaries for physician appointments.
Ensure staff print and scan patient demographic originals and updates, review weekly batches for accuracy, and scan them into the public folder.
Ensure equipment is ready and functioning before daily activities.
Coach and counsel employees, interview replacement candidates, and oversee payroll and time-clock processes.
Compile employee payroll information for payroll approval and provide orientation and training for new staff.
Conduct assigned training programs, including training related to Athena, patient records, purchasing and procurement, and facilities.
Assist with implementing and monitoring policies and procedures and determining staff adherence to them.
Prepare, compile, develop, and present regularly scheduled and ad hoc narrative, statistical, and other reports and presentations.
Provide support and assistance to patients, families, clinical staff, medical office staff, and others doing business with Panoramic Health.
Use Athena dashboards and related functions, including MD, staff and practice staff buckets, hospital buckets, supervisor buckets, dashboards, and the clinical inbox.
Perform Athena end-of-day tasks, including bank deposits and credit card closeouts.
Arrange maintenance and repairs for office machinery.
Oversee or order office supplies and medical equipment, track and monitor utilization, streamline ordering through central supply, and manage supply orders within office budget guidelines.
Represent the facility to new patients and families, visiting physicians, and other medical practice representatives.
Ensure physician schedules are booked correctly, accurately, and on time.
Address day-to-day issues and needs and inform Administration of operational problems and concerns.
Assist with marketing and coordinate with vendors, contractors, and others as required.
Back up front-desk and office positions when necessary and qualified.
Maintain patient confidentiality; manage multiple phone lines, answer and route calls, take accurate messages, and page physicians as necessary.
Make bank deposits according to cash policy.
Coordinate weekend physician coverage in collaboration with the managing partner.
Attend required meetings, participate in committees as requested, and perform other assigned or requested duties.