Office Manager

Manages the day-to-day operations of the outpatient clinic. Responsible for ensuring that a high level of quality patient care is given. Monitors patient volumes, quality of care, patient satisfaction, staff performance and staff satisfaction. Performs a variety of duties in accordance with federal, state, and local regulations along with established priorities and procedures of the practice. 

Job Tasks

• Oversee daily operations of the clinic. 
• Ensure the clinic operates according to local, state, and federal regulations. 
• Operates the clinic within budget guidelines, monitoring and controlling expenses and ensuring proper patient billing procedures are followed. 
• Responsible for providing adequate staffing of the clinic according to projected patient volume. 
• Prepare employee schedules taking into consideration requests for time off. 
• Monitor and enforce staff performance. Conduct disciplinary reviews as necessary. 
• Responsible for staff performance reviews. 
• Review and approve performance reviews of all employees assigned to the clinic. 
• Ensures all employees receive appropriate and effective training in their particular position and that all employees are performing in a proficient manner.
• Responsible for the day-to-day management of all clinic employees ensuring fair and consistent administration of all human resource related policies. Develops and maintains an atmosphere of diversity and inclusion. Participates in all employee recognition activities. 
• Update employee time in the timekeeping system for timely payroll processing.
• Monitor and maintain supply inventory through effective par levels and financially responsible purchasing.
• Address IT problems and concerns in order to ensure that the systems continue to function uninterrupted. Ensure all IT Security protocols are followed. 
• Maintain the building in a safe manner; submit maintenance requests as needed and follow-up to ensure repairs and/or improvements are complete and adequate.
• Coordinate and conduct monthly staffing meetings in order to provide effective communication between senior leadership and employees.
• Attend office manager meetings as requested.
• Ensures that the clinic maintains all OSHA standards.
• Ensures that all areas of the clinic are maintained in a clean and orderly manner.
• Conducts safety and environmental audits on a monthly basis.
• Address patient complaints as necessary and formulate an effective resolution plan.
• Ensure proper handling of cash received and approve cash deposits.
• Meet with outside vendors as needed.
• Available after regular business hours to address emergency situations as needed.
• Completes all mandatory training as required.
• Performs other duties as assigned.

Quality and Customer Satisfaction

• Demonstrates commitment to superior customer experiences with a service-oriented attitude.
• Collaborates with others to coordinate care, resolve concerns, and address the needs of patients, family members, physicians and employees.
• Considers patient and employee safety. Takes initiative to identify and eliminate risks.
• Respects and considers patient rights to privacy and complies with all HIPAA guidelines for maintaining confidentiality.

Interpersonal Skills

• Communicates professionally and appropriately at all times.
• Builds strong working relationships with co-workers and other staff while recognizing individual talents and perspectives.
• Identifies, analyzes and solves problems.
• Addresses potential conflicts and provides effective resolution.

Accountability and Productivity

• Accepts responsibility for decisions and actions.
• Utilizes appropriate resources to effectively and successfully execute responsibilities.
• Adheres to regulatory and company policies and procedures. 

Other

• For locations that provide “after hours” clinic, the office manager is responsible for all operational aspects of the clinic including the after-hours clinic.

Requirements

Qualifications

• High school diploma or equivalent.
• Associate degree in a healthcare related field or an equivalent combination of education and experience in a healthcare setting.
• 3 years of prior medical experience preferred.
• Working knowledge of computer applications. 
• Ability to speak, read and write effectively. 
• Ability to work independently without direct supervision. 
• Ability to coordinate, analyze, observe, make decisions, and meet deadlines, in a detail-oriented manner. 

Equipment Used

• General office equipment such as telephone, copy machine, fax machine, scanner and personal computer. 

Working Conditions

• Indoor, temperature controlled, smoke free environment. Occasional outdoor exposure. 
• Exposure or potential exposure to blood and bodily fluids may be required.
• May at times work under stressful situations.
• Handicapped accessible.

Physical Requirements

• Good visual acuity and ability to verbally communicate. 
• Ability to lift, lower, push, pull and retrieve objects weighing a minimum of 25 pounds.

Direct Reports

• All non-provider staff at the site