Office Manager Hospital Based Services II

WVU Medicine

6d • Hybrid

About The Position

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure the smooth daily operation of the Emergency Medicine/Hospital Medicine/Intensivist departments. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, and conducting/managing special projects. The Office Manager is the key contact in a community Emergency Department/Hospital Medicine/Intensivist Department, supporting all efforts for the Physicians and Advance Practice Professionals (APPs), as well as the liaison to Community Hospital Departments that interact with the Medical Director and Providers. The Office Manager position can support a variety of locations/service lines and is ever changing to meet growing operational needs. Supporting Anesthesia, ICU, Radiology and Urgent Care departments.

Requirements

• High school diploma or equivalent.
• Two (2) years of administrative or healthcare administrative experience.

Nice To Haves

• Associates Degree.
• Two (2) years of administrative experience in a medical office setting.

Responsibilities

• Performs general clerical duties including answering telephones, screening calls, taking messages, providing information, sorting and distributing mail, maintaining phone logs, monitoring and ordering office supplies/equipment, preparing work orders for repairs, coordinating meetings and catering, arranging catering for special occasions, attending and taking minutes at committee and faculty meetings, maintaining Medical Director’s calendars, completing monthly department credit card reconciliation, completing WorkDay invoice coding, utilizing EMR to respond to queries, and assisting in maintaining department employee records.
• Acts as point person for department providers/leadership, conducting new provider orientation/onboarding, ensuring providers are EMR trained and complete mandatory tasks, maintaining rapport with physicians and APPs, assisting providers with travel and/or purchase reimbursements, registering providers for conferences, making travel arrangements, updating CME purchase details/balances, managing QGenda schedules, completing payroll, managing PTO, completing contractor timesheets/invoices, collecting and filing Medical Director timesheets, completing provider extra duty hours, calculating and forwarding Acute Resource Group hours, providing leave of absence assistance, acting as key contact for Locum vendors, ensuring WC1 forms are completed, assigning patients to Hospitalist providers, assisting with death certificate completion, assisting Medical Director in annual evaluation completion, conducting research for special projects, completing grievance reporting and letters, and creating presentations and reports for Medical Director.
• Assists/assembles information for reports, including maintaining EMR metric reports, assembling patient census reports, completing weekly dashboards, assembling EMR chart deficiency reports, assisting HIM with chart deficiency compliance, maintaining patient transfer reports, coordinating with Hospitalist Medical Director to record and report excess duty volume incentive data, and managing monthly time study.
• Performs as on-site department key contact, working closely with Provider Relations Specialists, Health Partners Network, and provider recruitment with credentialing, reappointments, and onboarding, tracking provider certifications and organizing training arrangements, working closely with Case Management for denial letters, and assisting Stroke Coordinator/Trauma Manager as needed.

What This Job Offers

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