Office Manager, Jackson North Clinic

Barry University

19h•Onsite

About The Position

This position is responsible for managing and coordinating the daily clinic operations, supervising clinic staff, and assisting with monitoring the use of resources. Operations includes, but is not limited to, leadership responsibilities, human resource related responsibilities, billing/collecting related responsibilities, EMR related responsibilities, Student related responsibilities, financial/budget related responsibilities, compliance/HIPAA related responsibilities, and marketing responsibilities.

Requirements

High school diploma and vocational/technical training is required.
3-5 years of experience as an Office Manager
Proficient with Word, Excel, Access, PowerPoint, Publisher, Outlook, SharePoint; familiar with web-based files to make minor changes to content of webpages; able to access various types of data in the Colleague system and through Live Excel; ability to select appropriate technology with which to complete tasks and projects; knowledge of Super Coder website to facilitate billing.
Excellent oral and written communication skills; ability to communicate effectively with students, staff, faculty, and administrators on a daily basis; uses good judgment and discretion in oral and written communications; communications are free grammatical, mechanical, spelling, and syntactical errors.

Nice To Haves

An Associate's degree is preferred.

Responsibilities

Manage daily clinic operations: Responsible for overseeing daily charges, receipts, and documentation for all providers
Run/review appropriate daily/weekly/monthly reports to maximize accountability in all areas of the operation
Supervising clinic staff and provide clerical support
Ensure adherence to clinic policies/procedures/compliance/HIPAA
Update and maintain adherence of clinical staff on OSHA and HIPPA compliance
Ensure appropriate inventory of clinical medical supplies and office supplies
Implement changes as needed as a result of modifications to patient load, billing/collection procedures and government regulations and policies
Ensure proper use of billing and coding for patient encounters
Serve as Compliance liaison by monitoring record-keeping and ensuring the security and confidentiality of patient/employee/student data
Ensure operative reports/hospital consult notes are properly coded and uploaded to patient files as well as to the billing company
Obtain authorization for surgery, as needed
Confirm CPT (Current Procedural Terminology) by using Coding Companion Book
Call insurance company to verify coverage and obtain surgical authorization
Call patients to inform them of deductibles and/or co-pays (surgical benefits)
Complete hospital surgical scheduling form/fax to hospital
Notify hardware company representative for needed supplies
Process insurance payment co-pay and collect any outstanding balances
Collect payment for any over the counter products purchased in the office and collect any outstanding patient balances
Order and receive custom made orthotics
Notify patient/collect payment/schedule appointment for fitting or arrange for shipping to patient
Maintain secure incoming and outgoing communications with the clinic to avoid breaches
Scheduling/adhering to subpoenas for depositions, phone conferences, live conferences, IMEs and EMAs with workers’ compensation representative/opposing counsel pertaining to WC patients
Ensure all equipment is maintained in working condition; call for maintenance as needed
Work with billing company/Credentialing Coordinator/Operations Manager to maintain and update credentialing and proper licensure for all physicians with payers, hospitals, outpatient surgical centers, and other entities.
Submit PO requisitions for office and medical supplies
Process receipt of all supplies in Workday and upload packing slips on a weekly basis
Submit blanket PO requests for medical supplies on a FY basis
Submit PO balance increase requests to procurement, as needed
Send out “Supplier Request Form” to new vendors to be set up in Workday
Reconcile P-Card transactions on a weekly/monthly basis
Reconcile doctors expenses on a weekly/monthly basis
Maintain correct expense categories according to budget when entering requisitions
Submit copies of bank deposit slips along with copies of checks to University Finance upon completion of bank deposits
Adhere to annual clinic budget
Participate/attend all scheduled management meetings
Respond to all requests for feedback/information in a timely manner
Submit monthly attendance report and evaluations of junior and senior podiatry students to the Podiatry Office
Monitor record-keeping to ensure security and confidentiality of patient/employee/student data
Serve as liaison with billing company to evaluate and refine billing, coding, and documentation procedures
Work with the Clinics Administrator to develop new procedures to improve office efficiency
Develop employee work schedules to ensure clinic is adequately staffed at all times
Serve as back-up for Front Desk Assistant as needed during the course of the day
Clean/sterilize, prepare office/exam room space for following day
Maintain a safe, clean, orderly, pleasing environment
Perform other job-related duties as assigned
Submit monthly attendance report and evaluations of junior and senior podiatry students to the Associate Dean of Clinical Educational
Assist Doctor when no students are at the clinic by measuring patient vital signs (i.e. pulse, blood pressure, temperature, height, and weight)
Performs student monthly orientation
Monitor and evaluate students’ performance at clinic and with patients
Perform regular rounding during the day to observe and be available for questions
Provide education material to patients
Communicate with patients in regard to inquiries and complaints
Ensure patient satisfaction
Coordinate/schedule orientation/training to clinic office staff/Physicians/Students, as needed
Assist doctors/staff/students on a daily basis with the functional aspect of the EMR system
On a monthly basis, add respective student users into the EMR per clinical rotation
Perform monthly updates to include adding/enabling/disabling students or other users into the EMR
Assist with troubleshooting functional/technical issues within EMR
Serve as the Liaison between CareCloud and Tamarac Clinic
Monitor monthly student schedules
Attend required meetings or webinars for training updates