Medical Office Manager - Williamsburg

ENT and Allergy Associates•Williamsburg, NY

4d•Onsite

About The Position

The overall purpose of this position is to manage all the day-to-day responsibilities of a large office, where the staff size is greater than five people. This includes managing personnel, ensuring operational efficiency, maintaining supplies, managing finances, and ensuring compliance with policies and procedures. The role requires a proactive individual who can handle multiple tasks, train staff, and maintain a tidy and efficient office environment. The Practice Site Administrator will also work closely with physicians and the billing department to ensure smooth operations and accurate billing.

Requirements

Ability to handle a multitude of tasks simultaneously.
Ability to deal effectively with employees.
Willingness to train personnel.
Usually first to arrive in the office.

Responsibilities

Manage all day-to-day responsibilities of a large office with staff size greater than five people.
Oversee recruitment, training, evaluation, scheduling, and supervision of all personnel.
Manage IFOD procedures, including troubleshooting computer downtime and training staff on IFOD functions (Icon/USB).
Ensure all staff understand and can use Phreesia.
Educate staff regarding job requirements and expectations.
Collaborate with Human Resources and Operations to address staffing concerns (personnel conflicts, performance issues, staffing shortages).
Document personnel problems in employee records and counsel staff when necessary.
Maintain neatness and tidiness of the office waiting room, exam rooms, kitchen, file rooms, etc.
Assist with answering phones, handling patient complaints or concerns, and covering for absent staff members.
Review physician schedules daily to ensure adherence to the appointment policy (5 patients per hour, 6th emergent).
Review and create daily schedules for all staff members, including daily hours, Saturdays, and vacation schedules.
Audit schedules if the office is on the PRRC.
Review all work log tasks on a daily basis in Next Gen.
Order and maintain accurate levels of all office supplies and forms.
Establish and maintain relationships with vendors and suppliers.
Train staff on E-Requestor, the new purchasing software.
Operate the office within specified budget constraints, prepare and approve invoices, and follow appropriate policy and procedure.
Ensure Petty Cash is reconciled daily, along with the change draw if applicable.
Manage Old A/R if transition is involved, reconcile old A/R, and prepare old EOB/Monies for the corporate office (if biller on staff, this is N/A).
Make daily deposits, create a mail payment journal, and attach appropriate documentation.
Run KEPT reports daily to ensure all charges from that day are accounted for.
Run KEPT reports, drop charges daily, and run Encounters with No Charges weekly to catch missed charges.
Run claim edits after charges have been dropped to scrub errors and allow for physician tasking for necessary information.
Maintain accurate Payment Journal & Account Payable logs in the Policy & Procedure book.
Precertify and schedule surgeries, tally monthly surgery totals, referrals, and assist.
Post daily Surgical Charges (N/A if office has a surgical coordinator).
Communicate with doctors regarding office schedules, health insurance issues, medical fees, and follow up on patient information.
Ensure proper codes are used for various procedures and EM visits.
In conjunction with the Billing Director, ensure physicians and staff are educated on billing processes, documentation guidelines, and appropriate billing and coding.
Post all hospital consults and ER visits each month for the physicians.
Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies, procedures, insurance info, memos, etc.
Handle all Medical Record Requests or coordinate this responsibility with the file coordinator.
Ensure all CBO Billing requests are sent back with appropriate information in a timely fashion.
Maintain the Facility Checklist throughout the year (e.g., carpet cleaning, waxing exam room floors).
Learn and help train all employees on the new EMR (Electronic Medical Records).