Office Manager - Ophthalmology

Summit Health CityMD•New Britain, CT

6d•Onsite

About The Position

Under the supervision of the Service Line Director, the Office Manager is responsible for planning, organizing, and coordinating daily operations to ensure quality of patient care. Be the liaison between the Physician, staff, and senior leadership. Provides leadership and support in day-to-day operations within the clinical setting along with the Pod Liaison, Service Line Clinical Manager. Serves as a role model and consultant for staff. In collaboration with the Service Line Clinical Manager, The Office Manager ensures policies and procedures are properly communicated and adhered to. Ensure staff members are competent in emergency protocols and procedures. Completes and populates staff monthly schedules. Maintains the automated schedule. Manage staff PTO requests. Identifies staffing needs in advance, assists in utilizing resources effectively. Monitors and controls overtime use. Coordinates and assists with training, monitoring, and evaluation of staff. Plans and assists in the hiring and orientation of new office staff. In collaboration with Service Line Clinical Manager, evaluates clinical staff according to policy and provides ongoing feedback. Conducts an annual performance evaluation including obtaining physician input on each staff member of the department. Works with QI/Practice Transformation and Service Line Clinical Manager to implement and create action plans for clinical quality improvement process at the POD level. Monitors all Quality Improvement initiatives. Monitors departmental compliance with all applicable standards (OSHA, HIPPA, Occurrence Reporting); reports compliance concerns; ensures utilization of resources for resolution of issues. In collaboration with Practice Transformation Department, advances the department’s technology including the use of the information technology and the implementation and appropriate use of the Electronic Medical Record, Practice Management System, Departmental/Ancillary systems. Serves as liaison between Care Management and Care Coordination in support of Meaningful Use which includes but not limited to; Documentation of Information obtained during visit, Vitals, Smoking, Demographic, Patient Outreach, 21 day overdue work list, Pre-visit Planning, Outreach for Screening, Referral Tracking, Clinical Summaries and patient education material as well as Patient Portal communications. Works with the physician POD Liaison(s) to ensure efficient office operations. Adjusts workflow as necessary to ensure overall smooth functioning of the department and compliance of policies. Communicate with physicians and POD Liaison on a regular basis to ensure seamless communications flow. Resource for department managing patient issues and concerns, reports back to Providers and Service Line Manager. In collaboration with the Service Line Clinical Manager, maintains and expands staff competencies, as well as implementing ongoing internal education programs and encouraging participation in outside continuing education. Increases operational efficiency in PODs through cross training of personnel. Supports any/all Career Ladder opportunities to bring staff to their highest potential. In collaboration with Pod Liaison and Service Line Manager, implements customer service action plans. Daily Huddles, holds monthly POD staff meetings; communicates pertinent initiatives and information to staff. Attend Leadership meetings. Delivers direct patient care within the scope of licensure and in accordance with policy. Prioritizes patient care by implementing physician orders and nursing procedures. Effectively communicates problems, concerns or issues to the Service Line Manager appropriately and promptly. Provides referrals and/or consult orders appropriately and in a timely manner in the EHR. Appropriately adheres to universal safety precautions when administering medications and disposal of medical waste. Other duties as required.

Requirements

A minimum of 3 years of leadership experience.
Travel between locations is required.
Knowledge of current nursing practices and protocols.
Previous experience working directly with physicians is required.
Ability to communicate in English, both orally and in writing.
Strong interpersonal and organizational skills.
Ability to perform diverse work assignments with time limitations and with a high degree of accuracy.
Ability to use problem solving, critical thinking, and priority setting skills.
Demonstrates flexibility with various work schedules.

Nice To Haves

College degree preferred.

Responsibilities

Planning, organizing, and coordinating daily operations to ensure quality of patient care.
Serving as the liaison between the Physician, staff, and senior leadership.
Providing leadership and support in day-to-day operations within the clinical setting.
Ensuring policies and procedures are properly communicated and adhered to.
Ensuring staff members are competent in emergency protocols and procedures.
Completing and populating staff monthly schedules.
Maintaining the automated schedule.
Managing staff PTO requests.
Identifying staffing needs in advance and assisting in utilizing resources effectively.
Monitoring and controlling overtime use.
Coordinating and assisting with training, monitoring, and evaluation of staff.
Planning and assisting in the hiring and orientation of new office staff.
Evaluating clinical staff according to policy and providing ongoing feedback.
Conducting an annual performance evaluation including obtaining physician input on each staff member of the department.
Implementing and creating action plans for clinical quality improvement processes.
Monitoring all Quality Improvement initiatives.
Monitoring departmental compliance with all applicable standards (OSHA, HIPPA, Occurrence Reporting).
Advancing the department’s technology including the use of information technology and the implementation and appropriate use of the Electronic Medical Record, Practice Management System, Departmental/Ancillary systems.
Serving as liaison between Care Management and Care Coordination in support of Meaningful Use.
Ensuring efficient office operations.
Adjusting workflow as necessary to ensure overall smooth functioning of the department and compliance of policies.
Communicating with physicians and POD Liaison on a regular basis to ensure seamless communications flow.
Managing patient issues and concerns, reporting back to Providers and Service Line Manager.
Maintaining and expanding staff competencies, as well as implementing ongoing internal education programs and encouraging participation in outside continuing education.
Increasing operational efficiency in PODs through cross training of personnel.
Supporting Career Ladder opportunities to bring staff to their highest potential.
Implementing customer service action plans.
Conducting Daily Huddles and monthly POD staff meetings.
Communicating pertinent initiatives and information to staff.
Attending Leadership meetings.
Delivering direct patient care within the scope of licensure and in accordance with policy.
Prioritizing patient care by implementing physician orders and nursing procedures.
Effectively communicating problems, concerns or issues to the Service Line Manager appropriately and promptly.
Providing referrals and/or consult orders appropriately and in a timely manner in the EHR.
Appropriately adhering to universal safety precautions when administering medications and disposal of medical waste.