Operations Manager QMS

Physicians East•Greenville, NC

17h•Onsite

About The Position

The Operations Manager oversees the daily administrative and clinical operations of Quadrangle Medical Specialists and Quadrangle Endoscopy Center. The role is responsible for operating and capital budgets, accurate coding and appropriate reimbursement, billing practices, service delivery, department performance standards, continuous quality improvement, and compliance with regulatory requirements. The manager holds staff accountable for departmental goals and coordinates patient access, clinic operations, finance, and productivity to support high-quality care. The position ensures effective administrative systems, communication mechanisms, and procedures support the practice and the daily delivery of quality care and services to patients, providers, and staff. The manager must follow Physicians East policies and applicable HIPAA, HCFA, state, and federal requirements. This is a full-time position based in Greenville, working Monday through Friday, 8 a.m. to 5 p.m. Additional hours may be required; weekend work is rare but may occasionally be necessary. The role reports to the Chief Operations Officer and supervises departmental staff as assigned. Work is performed in an office environment, with extensive telephone contact and periods of sitting, along with some bending and stretching. The role requires working under stress and using a telephone, calculator, and computer keyboard.

Requirements

Bachelor’s degree in a related field.
At least five years of experience managing or supervising multiple staff members and job positions in a diverse hierarchy.
Healthcare background.
Computer proficiency, including Microsoft Word and Excel.
Public speaking ability.
Exceptional leadership and interpersonal communication skills, both verbal and written.
Ability to create a favorable impression of the organization with staff, physicians, patients, and the public.
Self-confidence, confidentiality, integrity, and initiative.
Relationship-building skills, with the ability to delegate and mentor.
Strong understanding of customer service principles and the ability to model them effectively.
Team commitment, including meeting deadlines, punctuality, follow-through, and feedback.
Ability to form positive, collaborative relationships across organizational levels.
Strong analytical and organizational skills.
Ability to lead productive staff and physician meetings.
Knowledge of third-party and insurance procedures, regulations, billing requirements, and government reimbursement programs.
Ability to lead or contribute as a member of cross-functional teams.
Software skills, including demonstrated proficiency with applications such as NextGen, Centricity, or related systems.
Ability to identify business-process gaps or problems and develop solutions.
Professionalism and the ability to set clear goals and expectations and hold staff accountable.

Responsibilities

Interview potential employees and participate in hiring; train or delegate training; evaluate staff; and counsel or discipline staff as necessary.
Hold routine staff meetings and educate staff on office and corporate processes and policies.
Manage payroll and time-off requests, maintain office coverage, monitor overtime and staffing expenses, and verify required HIPAA, OSHA, and compliance training.
Coordinate mid-level provider vacations, call schedules, and office coverage; hold required meetings and maintain minutes.
Work with Physicians East leadership and support their work, including understanding the position’s impact on departmental finances.
Conduct cost and workflow analyses, improve office processes, and assess projects and equipment needs.
Evaluate, order, and approve supplies and equipment; approve invoices for payment; and control office expenses.
Maintain appointment and productivity reports and use the information to identify staffing, training, and advertising needs; ensure G&A responsibilities are completed with acceptable error rates.
Provide technical support for minor computer, printer, and phone issues; serve as a super user for the Electronic Medical Record and Practice Management System; and assist with upgrades, training, and system-change meetings.
Improve patient satisfaction and education, and address patient concerns or complaints about billing, workflow, physicians, or staff.
Promote seminars, office services, and providers; plan and organize community seminars.
Maintain templates and schedules, including time-slot layouts and appointment assignments.
Attend department and other required meetings, serve on committees as assigned, and complete related assignments.
Attend applicable physician meetings, maintain agendas and minutes, communicate office and staff issues, and relay physician needs and concerns to corporate leadership.
Approve and maintain physician vacation requests; arrange call and office coverage; and communicate call coverage with the answering service.
Submit and categorize physician business expenses and obtain annual reporting.
Report potential malpractice cases to the Compliance Officer.
Serve as a liaison with other departments, PODs, G&A staff, and the community.
Coordinate department maintenance, equipment and furnishings, office décor changes, and payments through the Property account as needed.
Ensure annual inspections and safety checks are completed for mechanical and electrical equipment, microscopes, and fire extinguishers; verify compliance with state codes, HIPAA, and OSHA requirements.
Identify and report deficiencies in reception, clinical, and waiting room areas.
Supervise phone, voicemail, ACD, and PRI upgrades and maintenance.
Perform other duties as assigned.