Office Manager

Orthocincy•Highland Heights, KY

12d

About The Position

Manages the day-to-day operations of a medical office to ensure it runs smoothly and proficiently. The Office Manager helps reduce operating costs through efficiency, contributes to the development and implementation of processes and procedures, and oversees clinic, call center, check-in, and check-out operations and personnel. The role maintains doctor schedules, supports a clean and welcoming office, ensures appointment information is collected, and works with providers and staff to resolve operational issues and improve customer service and workflows. The position supervises and develops medical office personnel, including allocating work, training, resolving problems, evaluating performance, and making recommendations on personnel actions. It maintains supply inventory, monitors spending against budget allotments, supports annual evaluations, and handles or recommends HR actions affecting assigned staff. The Office Manager ensures operations follow department protocols and applicable federal, state, payer, HIPAA, OSHA, and safety requirements. The role also attends meetings, supports training and improvement efforts based on audit results, and performs other duties in the interest of the department or practice. The role requires a high school diploma or equivalent; an associate degree in business administration or a related field is preferred. Two years of supervisory experience in a medical office is required, and five years of medical office experience is preferred. Schedules may change based on department needs and may include overtime, evenings, and weekends. Travel is required as needed. The work takes place in a well-lit, fast-paced office with low-to-moderate noise and involves varied activity, occasional lifting of up to 50 pounds, considerable walking, and a high level of stress from multiple administrative responsibilities.

Requirements

High school diploma or equivalent.
Two years of supervisory experience in a medical office.
Schedules may change with department needs and may include overtime, evenings, and weekends.
Travel as needed.
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 improvement opportunities and motivate the workforce to adopt needed changes.
Ability to communicate and collaborate with staff, government officials, and the public.
Ability to guide management while supporting 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.

Nice To Haves

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

Responsibilities

Oversee day-to-day medical office operations, including the clinic, call center, check-in, and check-out.
Organize and supervise personnel and office activities; allocate and prioritize duties, monitor work quality, and address problems.
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 collected and entered for appointments and visits.
Improve operations, reduce turnaround times, streamline work processes, and support quality customer service.
Maintain working knowledge and skills for supervised positions; train staff, conduct new-hire training and continuing education, and foster professional development.
Maintain medical and office supply inventory and operate within budget allotments.
Provide day-to-day guidance and oversight, motivate employees, recognize performance, and support annual evaluations.
Liaise with providers to identify office dysfunctions and identify and resolve operational and clinic issues, including conflicts.
Ensure office operations comply with department protocols and applicable federal, state, payer, HIPAA, OSHA, and safety requirements.
Maintain the office and arrange cleaning or emergency maintenance services as needed.
Attend meetings and assist with training and implementation of improvements based on audit results.
Make decisions and recommendations regarding HR matters for assigned staff, including hiring, promotion, discipline, attendance, compensation, and termination.
Perform other duties that may be necessary or in the best interest of the department or practice.