Practice Office & Support Manager - Obstetrics and Gynecology, Fertility & Reproductive Medicine

Washington University in St Louis • Forest Park, GA

11d • Onsite

About The Position

The Practice Office & Support Manager directs the clinical and financial activities of the Fertility & Reproductive Medicine clinic. The manager supervises, coordinates, and provides leadership for the check-in/check-out team, medical assistants, phlebotomy staff, and sonographers in coordination with the physician practice. The role oversees personnel matters, maintains reports, and serves as a liaison between the office and Washington University.

The manager plans, coordinates, and implements clinic operations; supports efficient procedures; and oversees administrative and clinical operations. Working with physicians, the manager provides direction and oversight for schedules and workflows, helps maintain office policies and procedures, and supports clinical flow. This is a working supervisor role that may cover front desk, medical records, and billing functions.

The role also manages personnel activities, payroll reporting, budgeting and financial monitoring, billing and collections processes, and monthly reporting. The manager oversees supplies and equipment, facilitates staff education, and promotes positive public relations with patients and families. Some weekend and holiday coverage is required with clinical staff due to the nature of the practice.

The position is based in a normal office environment and also involves a patient-care setting and exposure to blood-borne pathogens. The role typically involves sitting at a desk or table, repetitive wrist, hand, or finger movement, and occasional lifting of 25 pounds or less.

Requirements

• At least 2 years of physician practice management work experience.
• A bachelor’s degree, or a combination of education and/or experience that may substitute for the minimum education requirement.

Nice To Haves

• Preferred skills include Allscripts, communication, computer literacy, email systems, Epic Applications, IDX Systems, interpersonal communication, knowledge management systems, leadership, Microsoft Office, online programs, and organizing.

Responsibilities

• Plan, coordinate, and implement clinic operations, including developing and maintaining efficient procedures and overseeing administrative and clinical operations.
• Collaborate with physicians to direct and oversee schedules and workflows.
• Review, assist with, promote, and maintain office policies, procedures, practices, and clinical flow patterns.
• Provide working-supervisor coverage for front desk, medical records, and billing functions.
• Assign and coordinate staff activities and duties, evaluate performance, and orient new staff, with physician input.
• Supervise personnel management, maintain records, make hiring recommendations, conduct evaluations and counseling, and handle terminations.
• Support compliance with personnel administration laws and coordinate responses to personnel issues.
• Manage time reporting and payroll-related changes and submit payroll for processing.
• Prepare budgets and analyze and project revenues and expenses; monitor financial expenditures.
• Review statements, invoices, receivables, Research Management System (RMS), and charges; reconcile the practice bank account with the practice accountant; and identify cost-effective approaches.
• Assist with preparing and distributing monthly financial and other requested reports.
• Supervise co-pay collection, timely charge entry, and maintenance of billing edits.
• Maintain office job descriptions; participate in employee interviews; resolve personnel problems; and prepare and approve staff schedules.
• Conduct regular staff meetings and facilitate educational opportunities to support compliance with Washington University and regulatory guidelines.
• Oversee supplies, including vaccine inventory, and order or arrange repairs for equipment as needed.
• Promote and maintain good public relations with patients and families.
• Perform other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays or coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Eligible employees can participate in a defined contribution 403(b) Retirement Savings Plan, with employee and university contributions starting at 7%.
• Wellness resources include wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, an employee assistance program, financial resources, and access to dietitians.
• Four weeks of caregiver leave to bond with a new child, along with family-care resources for childcare and adult care.
• Tuition coverage for employees and their family, including dependent undergraduate tuition up to 100% at WashU and 40% elsewhere after seven years of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager