Office Manager

Job Overview

Oversees the completion of various administrative and operational functions of the medical practice. Ensuing effective management including training, supervising, hiring, scheduling and evaluating staff to provide optimal patient/ client care. Coordinates activities and workflow to enhance and support financial viability.

Responsibilities / Duties

Administrative:

·     Provides administrative oversight to monitor, implement and monitor compliance with MIPS.

·     Oversee day to day operations and workflow of the medical practice and Spa.

·     Create and maintain staff schedules, time off request, attendance and tardiness.

·     Ensure efficient office systems (phones, EMR -eClinicalsWorks, RCM, Inventory, software).

·     Implement and maintain compliance with OSHA,HIPAA<and CLIA standards.

·     Coordinate vendor relationships and service contracts.

·      Reviews and maintains updated office policies and procedures annually.

Human Resources & Staff Management :

·     On board new hires: paperwork, training, and orientation

·     Conduct regular check-ins with staff for feedback and morale

·     Monitor performance and productivity : help coach and support growth

·     Proactively addresses interpersonal or team issues professionally

·     Support and facilitates communication between departments (admin, clinical ,spa)

Patient Experience:

·     Ensure positive experience for patients and clients through out the office from front desk to exit.

·     Identifies, troubleshoot and resolves patient/client issues or complaints promptly.

·     Maintains high standards of patients care and customer service.

·     Monitors patient satisfaction and trends

Billing, Finance, & Compliance:

·     Collaborates with billing and revenue cycle management to decrease accounts receivable and facilitate accurate coding and documentation .

·     Managing both patient and staff records ensuring accuracy and proper maintenance and filing.

·     Assures accurate payroll

·     Assist with claims follow-up, denials, and patient balances.

·     Reconcile daily payments, deposits, and end of day reports

·     Support collections process when necessary

·     Maintain accurate and secure patient and business records.

·     Assure accurate precertification for treatment ,procedures and surgery.

·     Monitor and maintain inventory

Leadership, Communication & Strategic Support:

·     Serves as a liaison between the physician and staff.

·     Leads staff meetings and communicates updates clearly.

·     Supports the execution of new initiatives (events, campaigns, changes).

·     Identify areas for improvement and propose solutions through effective problem solving skills.

·     Maintains confidentially and professionalism.

·     Promotes succession planning for all employee roles.

Marketing & Practice/ Spa Growth

·     Support marketing initiatives (open house, in-office promotions, referrals, events).

· Ensure spa packages and specials are properly communicated to staff/patients/referrals and community.

· Track patient reviews, online reputation and social media presence.

Qualifications

· Strong knowledge of medical terminology and clinical software.

· High School Education, Business degree preferred or comparable experience.

· Excellent problem solving and analytical skills.

· Effective personal management and interpersonal skills.

· Reliability

· Proactive and self-motivated to take initiative.

· Knowledge of financial statement (Balance sheets, profit/loss statements, payroll, accounts receivable, accounts payable, and inventory).