Office Manager Jobs

About The Position

Requirements

• A natural ability to relate to others in a compassionate, empathetic way.
• A high level of emotional intelligence and a passion for helping others and ensuring success within the practice.
• Confident communicator with excellent presentation skills.
• Ability to over-communicate to eliminate doubts, seek regular feedback, routinely summarize key points, and adapt communication style to suit the audience.
• Comfortable troubleshooting technical issues within the practice and communicating with IT as needed.
• Comfortable using Microsoft Programs, such as Excel, PPT, Word, etc.
• Proactive in finding creative ways to overcome obstacles and engage team members in issue resolution.
• Comfortable mediating and resolving conflicts within the practice in a professional and objective manner.
• Thrive in team environments and enjoy working with cross-functional teams to make a real impact.

Responsibilities

• Supervise all practice activities and ensure effective coverage for all positions.
• Manage all opening and closing duties including reconciling daily financials.
• Manage the supply inventory and act as the primary point of contact for the practice.
• Oversee internal billing invoices, maintain CPR certifications, and ensure all office policies, including safety and compliance-related policies and procedures, are followed.
• Utilize tools and resources, such as Workday, myLearning, metric software, and P&L reports, to effectively and efficiently run the office.
• Plan, organize, and facilitate a daily morning huddle with all team members and additional team meetings as appropriate.
• Develop and maintain a positive relationship with doctors and regional managers to ensure effective communication across all levels of the company.
• Achieve results by meeting or exceeding expected monthly and quarterly performance metrics.
• Ensure end-of-day, weekly, monthly, and quarterly tracking and reporting is accurate and readily accessible to doctors and upper management.
• Monitor, analyze, and report on weekly/monthly KPI’s.
• Ensure constant alignment with quarterly IMPACT goals.
• Report out on goals, KPI’s, etc. to Regional Manager and Doctors as requested.
• Effectively supervise all practice team members, including managing the team within the Human Resource Information System (HRIS), team member performance management, and issue/conflict resolution.
• Act as a trusted advisor to team members, providing ongoing guidance, coaching, and support.
• Help cross train team members for professional development and office efficiency.
• Manage practice recruiting, hiring, and onboarding of new team members.
• Manage all team schedules, payroll, and time & attendance, while keeping the appointment scheduler up to date with office hours and doctor availability.
• Consistently communicate with patients in a courteous, empathetic, and professional manner.
• Prioritize the patient experience by overseeing a system for answering telephones that ensures timely response, developing and managing the patient flow through the office, and stepping in to assist wherever needed.
• Provide support to help encourage patients to accept treatment.
• Ensure accuracy and attention to detail to minimize patient complaints.