Office Manager - Dr. Han Jo Kim

Hospital for Special Surgery•New York, NY

9d•$36 - $55•Onsite

About The Position

This role is for an Office Manager at HSS, a hospital consistently ranked among the top for orthopedics and rheumatology. The position is within a supportive and inclusive environment, offering opportunities for growth and success. The Office Manager will work with colleagues committed to the organization's Mission and contribute to enterprise-wide transformation. The role involves managing physician office operations, patient services, scheduling, technical proficiency, office workflow, staff management, and billing/revenue cycle management.

Requirements

Associates degree required
Previous experience in physician office or like service focused environment is required.

Nice To Haves

5 plus years physician office experience may be considered in lieu of Associates degree.
Bachelors degree
Detail oriented with ability to follow directions and identify issues to be escalated and followed-through.
Strong computer skills including familiarity with EMR or other related software programs.
Ability to work in a flexible and fast-paced environment.
Ability to contribute and work collaboratively as part of a team.
Experience with Epic preferred
Knowledge of healthcare and health insurance as well as familiarity with medical terminology, highly desirable.

Responsibilities

Answers phones and greets patients courteously, clearly, and efficiently.
Demonstrates empathy, professionalism, and respect in all patient interactions.
Ensures timely communication via phone, email, or in-person regarding appointments, instructions, and follow-ups.
Handles patient concerns calmly, and appropriately escalates concerns to clinical staff when necessary.
Schedules appointments and surgical cases/procedures (where applicable) accurately, following provider protocols and availability.
Communicates effectively with other administrative staff and clinical teams to ensure smooth patient flow.
Prioritizes tasks to meet patient and provider needs in a timely manner.
Minimizes scheduling conflicts and delays through careful calendar management.
Manages physician’s academic schedule, including coordination of travel, and timely reimbursements/check request processing.
Proficient in the use of electronic medical records systems (e.g., Epic) and navigates scheduling, billing, and Microsoft Office software with competence.
Operates phones, scanners, copiers, printers, and other front-desk technology efficiently.
Reports malfunctions and follows proper procedures for service requests or downtime.
Learns and adapts to new systems and technologies relevant to office operations.
Follows through on key administrative tasks, including monitoring office pool messages/phone answer rates.
Thoroughly understands all administrative/operational functions in the practice.
Holds staff accountable (if applicable) for timely task completion, accuracy, and reaching set goals.
Proactively organizes daily office functions to support smooth administrative/clinical flow and minimize operational disruptions.
Effectively hires, trains, and develops support staff.
Oversees supply inventory and equipment maintenance.
Appropriately opens and follows through on purchase orders for supplies and medications.
Ensures appropriate staffing in the office and arranges coverage needs, ensuring there are no operational gaps.
Serves as the primary point of contact for administrative matters related to the physician's practice.
Properly escalates operational issues to Service Lead as needed.
Leads by example with integrity and professionalism.
Oversees physician in-basket for chart/encounter closures ensuring accurate billing, timely collections, and compliance with payer requirements.
Monitors front-end and back-end billing workflows including appropriate copayment and outstanding balance collections.
Tracks and monitors pre-authorizations to support timely patient access and billing compliance.
Collaborates with billing team or vendors to reduce denials and improve collections.
Responds to billing inquiries from patients, providers, and staff in a timely and professional manner.