Office Manager

ORTHOCINCY • Highland Heights, KY

14d • Onsite

About The Position

Manages the day-to-day operations of a medical office to ensure it runs smoothly and efficiently, while identifying cost-saving measures and contributing to the development and implementation of processes and procedures. Oversees clinic, call center, check-in, and check-out operations, as well as staff, schedules, supplies, budgets, compliance, and the condition of the office. Works with providers and staff to identify and resolve operational issues, improve workflows, and maintain quality customer service.

The role includes supervising and developing medical office personnel, making recommendations on personnel actions, conducting new-hire training and continuing education, and supporting annual evaluations. The Office Manager ensures operations follow department protocols and comply with applicable federal, state, payer, HIPAA, OSHA, and safety requirements. The position is based in a well-lighted, fast-paced office with low-to-moderate noise. Schedules may change with department needs and may include overtime, evenings, weekends, and travel as needed.

Requirements

• High school diploma or equivalent.
• At least two years of supervisory experience in a medical office.
• Thorough understanding of the healthcare environment.
• Knowledge of finance, marketing, human resource management, and public relations in healthcare.
• Initiative, judgment, discretion, and decision-making skills to advance the clinic’s mission.
• Ability to establish and maintain effective working relationships with employees, policy-making bodies, third-party payers, patients, and the public.
• Ability to organize work, delegate, and achieve goals and objectives.
• Ability to identify trends and motivate the workforce to adopt needed changes and remain competitive.
• Ability to identify opportunities for improvement and change.
• Ability to communicate and collaborate with staff, government officials, and the public.
• Ability to guide management while maintaining effective team functioning.
• Ability to develop and motivate a team and provide and support vision and direction.
• Ability to function in a team-oriented environment.
• Ability to accommodate changing schedules, including overtime, evenings, and weekends, and travel as needed.

Nice To Haves

• Associate’s degree in business administration or a related field.
• Five years of medical office experience.

Responsibilities

• Oversee the operations of the medical office, including the clinic, call center, check-in, and check-out.
• Organize, supervise, and direct clinic personnel and activities.
• Organize and maintain doctors’ schedules and templates, and notify appropriate personnel of changes.
• Ensure waiting areas are clean and welcoming and that pertinent information is obtained and entered for appointments and visits.
• Improve operations, reduce turnaround times, streamline workflows, and support quality customer service.
• Supervise medical office personnel, including allocating work, training, resolving problems, evaluating performance, and recommending personnel actions.
• Maintain working knowledge and skills for all supervised positions.
• Maintain inventory of medical and office supplies and operate within budget allotments.
• Guide subordinates, recognize performance, and foster professional development.
• Liaise with providers to identify potential office dysfunctions and identify and resolve operational and clinic issues.
• Manage conflicts and support their resolution.
• Ensure office operations follow department protocols and comply with federal, state, and payer regulations, guidelines, and requirements, as well as HIPAA, OSHA, and safety requirements.
• Maintain the office and arrange cleaning or emergency maintenance services as necessary.
• Attend meetings and assist with training and implementation of improvements based on audit results.
• Make decisions and recommendations on HR matters affecting assigned staff, including hiring, promotion, discipline, attendance, compensation, and termination.
• Conduct new-hire training and continuing education.
• Assign and prioritize staff duties, monitor work quality, and ensure staff follow organizational policies and procedures and government regulations.
• Manage and support the monitoring of annual evaluations.
• Perform other duties that may be necessary or in the best interest of the department or practice.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED