Medical Office Manager - Williamsburg

ENT and Allergy Associates•New York, NY

6d•$64,350 - $66,000•Onsite

About The Position

The Practice Site Administrator (PSA) is responsible for managing all day-to-day responsibilities of a large medical office with a staff size greater than five people. This role involves overseeing personnel, ensuring operational efficiency, managing supplies and budgets, and maintaining a tidy and functional office environment. The PSA also plays a key role in patient scheduling, billing processes, and staff training, ensuring compliance with company policies and procedures.

Requirements

Must be able to handle a multitude of tasks simultaneously.
Must be able to deal effectively with employees.
Willing 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 and act quickly when computers go down, training staff on IFOD functions (Icon/USB).
Ensure all staff understands and knows how to use Phreesia.
Educate staff regarding job requirements and expectations.
Work with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages.
Document personnel problems in employee records and counsel staff when necessary.
Ensure the office waiting room, exam rooms, kitchen, file rooms, etc., are neat and tidy at all times.
Assist with answering phones, handling patient complaints or concerns, and covering for other staff members when they are out sick.
Review all physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient, is followed.
Review and create daily schedules of 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 relationships with vendors and suppliers.
Train staff on E-Requestor, the new purchasing software.
Operate the office under specified budget constraints, prepare and approve invoices to be paid, and follow appropriate policy and procedure.
Ensure Petty Cash is reconciled on a daily basis, along with the change draw if the office has one.
Responsible for Old A/R if transition is involved, reconciling old A/R, and preparing old EOB/Monies for the corporate office (if biller on staff, this is N/A).
Make deposits daily, creating a mail payment journal and attaching 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 the PSA to task the physician for information needed to send claims.
Keep 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).
Work directly with doctors in communicating office schedules, health insurance issues, medical fees, and follow up on patient information.
Ensure that proper codes are used for various procedures and EM visits.
In conjunction with the Billing Director, ensure all physicians and staff are appropriately educated regarding billing processes, including documentation guidelines and appropriate billing and coding of services.
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 and procedures, insurance info, memos, etc.
Handle all Medical Record Requests or coordinate this responsibility with the file coordinator.
Ensure that all CBO Billing requests are sent back with the appropriate information and 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).