Office Mgr

About the position

The Office Manager is responsible for overseeing the daily non-clinical administrative operations of assigned office(s) and supervises non-clinical staff for ambulatory rehabilitation and PM&R. Reporting to the Practice Manager participates in the creation of office policies and procedures and ensures their implementation especially in patient service. Trains schedules and supervises office staff to ensure adequate clinician support. Works collaboratively with the billing team to ensure staff compliance with billing requirements to maximize revenue collection. Participates in implementing new programs and makes recommendations for change to promote office efficiency and effectiveness.

Responsibilities

• Develops and maintains working knowledge of outpatient medical practice to maximize operational effectiveness.
• Participates in overall planning of office activities to accomplish the practice’s mission and long and short-term goals.
• Supervises the daily activities of support staff.
• Appropriately assigns tasks to support staff establishes deadlines for work assignments and monitors completion.
• Ensures that offices are properly staffed including adequate administrative support for clinicians.
• Ensures staff training in all office processes and computer programs.
• Oversees and ensures access to care by providing guidance on triaging patient phone calls appointment scheduling and patient registration.
• Manages patient flow to ensure a prompt organized and pleasant patient experience. Recommends opportunities for increased efficiency.
• Under the direction of the practice manager assists in managing provider schedules including office clinical and call schedules as required.
• Oversees facility and equipment maintenance acquisition of capital items and ensures adequate inventory of all practice supplies. Orders office and medical supplies as required.
• Provides data regarding practice performance and other statistical information as requested.
• Remains current with Evaluation and Management (E&M) Guidelines compliance regulations charge posting procedures and system reports. In collaboration with the billing team ensures the accuracy and timeliness of front-end billing activities including obtaining complete demographic and insurance information and any required referrals notifications and authorizations.
• Ensures excellent communication with referring physician offices and inpatient departments.
• Participates in recruiting orientating and training new staff members. Responsible for performance management including routine performance eval and performance improvement plans.
• Conducts regular staff meetings to ensure communication and ongoing development of staff orienting them to new and/or changed policies and procedures and that operational issues are addressed.
• Monitors and maintains assigned workques for registration errors and denials.
• Participates in or leads various initiatives related to quality improvement.
• Travel to satellite offices to perform duties will be required.
• Performs other related duties as required.

Requirements

• Minimum high school diploma.
• Bachelor’s degree in management business administration or health care administration preferred.
• Two years related experience in the management or administration of 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.