Office Manager

Panoramic Health•Tempe, AZ

14d•Onsite

About The Position

The Office Manager oversees the day-to-day operations of the office(s) under the supervision of the regional director, operations. 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 day-to-day staffing, coordinating daily activities of office staff, and ensuring proper coverage at all times. The Office Manager is expected to be visible and present (Management by Walk About - MBWA). The role also includes managing and monitoring office and assigned medical staff in achieving customer service excellence and customer relationship management. Staff oversight includes ensuring staff are trained and perform their jobs correctly, including accurate and timely patient appointment scheduling/rescheduling, accurate registration of new patients in the practice management (PM) system, acquisition of medical records for new patients, triage for urgency, obtaining necessary referrals or authorizations, providing first pass requests for labs and testing, preparing patient chart summaries, and printing/scanning patient demographic originals and updates. Ensuring all equipment is ready and functional prior to daily activities and reviewing weekly batches for accuracy are also key responsibilities. In Human Resources, the Office Manager handles coaching and counseling, interviewing replacements, payroll, and time clock management, including compiling employee payroll information for approval, providing office orientation for new staff, supervising all staff training, and maintaining the Staff PTO Calendar. As assigned, the Office Manager conducts training programs, manages patient records, purchasing and procurement, facilities, and other areas as required by administration. They lead the implementation, monitoring, and adherence of staff compliance to policies and procedures. The role involves preparing, compiling, developing, and presenting various reports and presentations. The Office Manager oversees and works in a complex organization, serving as a resource to clinical staff by providing support and assistance to patients, families, medical office staff, and others. They work in and on a sophisticated computer system, performing data entry, completing forms, conducting statistical analysis, and related office support tasks, including managing Athena dashboards and performing end-of-day reconciliation tasks such as bank deposits and credit card close-outs. The Office Manager arranges for maintenance/repairs for office machinery, oversees and/or orders office supplies and medical equipment, and tracks/monitors office utilization. They ensure streamlined ordering of office supplies through central supply, track inventory, and prepare orders within budget guidelines. The role involves serving as a facility representative for new patients, families, visiting physicians, and other medical practice representatives. They ensure the MD schedule is booked correctly, accurately, and timely, address day-to-day issues and needs, and inform Administration of operational problems. Assisting with marketing as a Panoramic Health Ambassador in the community is also part of the role. The Office Manager coordinates with 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, takes messages, and pages physicians as necessary. They coordinate weekend physician coverage in collaboration with the managing partner, attend required meetings, and participate in committees as requested. Other duties and responsibilities as required, assigned, or requested will also be performed.

Requirements

High school diploma or GED.
Minimum 5 years’ experience in medical office operations.
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, POS machine.

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.
Day-to-day staffing (ensure staff show up on time for work, approve vacations, arrange coverage, etc.).
Coordinate 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.
Staff oversight (ensure staff are trained and do the job correctly).
Ensure staffs schedule/reschedule patient appointments accurately and timely.
Ensure staffs register new patients in the practice management (PM) system, by accurately entering their demographic and insurance information.
Ensure staffs acquire medical records on all new patients to be scheduled.
Triage for urgency.
Ensure staffs obtain referral or authorization on all necessary patients.
Ensure staff provide first pass request for labs and testing on follow up patients.
Ensure staff prepare patient chart summaries for physician appointments.
Ensure staff print and scan patient demographic originals and updates.
Ensure all equipment is ready and works prior to daily activities.
Ensure staffs review weekly batches for accuracy and scan into public folder.
H.R. – coaching and counseling, interviewing replacements, payroll, and time clock.
Compile employee payroll information for payroll approval.
Provide office orientation for new staff.
Supervise all staff training.
Maintain Staff PTO Calendar.
As assigned 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.
Athena dash boards: MD, staff and practice staff buckets, hospital buckets, supervisor buckets, dashboard, clinical in-box.
End of day reconciliation - perform all Athena related tasks including bank deposits, credit card close outs, etc..
Arrange for maintenance/repairs for all office machinery.
Oversees and/or orders, office supply, medical equipment, tracks, and monitors office utilization.
Office supply oversight (ensure streamlined ordering through central supply).
Track inventory and prepare order for office supplies within office budget guidelines.
Serves as facility representative for new patients and families, visiting physicians and other medical practice representatives.
MD schedule: ensure all schedules are booked correctly, accurately, and timely.
Address all day-to-day issues and day-to-day needs.
Inform Administration of operational problems and concerns.
Assist with marketing-Panoramic Health Ambassador in the community.
Coordinates, works with, and assists vendors, contractors and others as required.
Back up front desk and office positions, when necessary (as qualified).
Maintain patient confidentiality.
Manage multiple phone lines; answer phones, route calls and take accurate messages.
Page physicians as necessary.
Coordinates weekend physician coverage in collaboration with managing partner.
Attends required meetings and participate in committees, as requested.
Perform other duties and responsibilities as required, assigned, or requested.