Office Mgr

CMPI Coastal Medical Physicians•East Providence, RI

7d•Onsite

About The Position

The Office Manager oversees the daily non-clinical administrative operations of assigned offices and supervises non-clinical office staff. Reporting to the Department Head/Practice Manager, the Office Manager helps develop and implement office policies and procedures, with particular attention to patient service, and supports efficient practice operations and clinician needs. The role collaborates with the billing team to support compliance with billing requirements and maximize revenue collection, and participates in new program implementation and recommendations for operational improvements. The position includes staff scheduling, training, supervision, and development; oversight of patient access, scheduling, registration, patient flow, and front-end billing activities; and coordination of provider schedules and administrative support. The Office Manager also oversees office facilities, supplies, and equipment, provides operational and productivity data, supports patient and referring-provider satisfaction, manages human resources activities, and helps maintain regulatory compliance and confidentiality. Brown University Health employees are expected to model Compassion, Accountability, Respect, and Excellence, as well as the organization’s core Success Factors. Leaders are also expected to demonstrate accountability, team building, vision, and work-process optimization.

Requirements

Graduate of an accredited medical business education program or equivalent experience.
At least a high school diploma.
Two years of related experience managing or administering a physician practice or hospital outpatient department.
Demonstrated ability to manage office operations and supervise staff effectively.
Excellent communication and interpersonal skills.
Strong working knowledge of computer business applications.

Nice To Haves

Bachelor’s degree in management, business administration, or health care administration.

Responsibilities

Develop and maintain working knowledge of outpatient medical practice to maximize operational effectiveness.
Participate in planning office activities to support the practice’s mission and short- and long-term goals.
Supervise daily staff activities, assign tasks, set deadlines, and monitor completion.
Ensure offices are adequately staffed and administrative functions are performed efficiently.
Ensure staff are trained in office processes and computer programs.
Guide triage of patient phone calls, appointment scheduling, and patient registration to support access to care.
Manage patient flow to provide a prompt, organized, and pleasant patient experience.
Recommend opportunities to increase efficiency.
Assist with provider office, clinical, and call schedules as required, under the direction of the manager.
Ensure clinicians have adequate administrative support.
Oversee facility maintenance and acquisition of capital items.
Maintain adequate inventories of office and medical supplies and oversee office equipment maintenance; order supplies as needed.
Provide data on provider activity and productivity and other statistics as requested.
Remain current with Evaluation and Management (E&M) Guidelines, compliance regulations, charge-posting procedures, and system reports.
Collaborate with the billing team to ensure accurate and timely front-end billing, including complete demographic and insurance information and required referrals, notifications, and authorizations.
Develop and monitor processes to support satisfaction among patients, families, practice physicians, and referring physicians.
Maintain effective communication with referring physician offices and inpatient departments, and ensure activities meet or exceed patient expectations.
Manage human resources activities, including recruiting, performance evaluations, recommendations for corrective action, and employee improvement plans.
Support ongoing staff development and hold regular staff meetings to communicate policy or procedure changes and address operational issues.
Participate in or lead quality-improvement teams as needed.
Protect patient and employee confidentiality.
Advise the director of actual or potential regulatory-compliance problems and implement approved compliance programs.
Perform other related duties as required.