Office Manager

Office Manager

The Office Manager is responsible for developing and implementing the corporate mission and strategic vision within their practice. Acts as the principal liaison between practice locations and headquarters. Acts as the operational lead at the office level, including HR management, P&L oversight, business development initiatives, improvement activities, general administrative tasks, and monitoring for regulatory compliance. Puts a high priority on developing and maintaining excellent communication and working relationships with clinic providers and acts as a strong advocate for staff and patients. Displays ethical leadership and prioritizes a fair and balanced approach in all matters. Balances revenue maximization and cost controls with quality patient care.

Essential Functions & Responsibilities:

• P&L oversight driving top and bottom-line growth, with an emphasis on managing an annual budget.
• Daily oversight of front and back-office operations, ensuring smooth workflows and role responsibilities are met.
• Reports directly to assigned Operations head to develop and implement the corporate mission and strategic vision across all assigned practices.
• Works closely with Revenue Cycle to ensure A/R is optimally liquidated, denials are minimized, refunds are issued, PENDI's are addressed, charts are closed timely, and questions promptly answered to the billing & claims team.
• Works closely with Credentialing & Enrollment to ensure all business and provider licenses are paid, up to date and in good standing and that all available enrollments are completed and active for current and incoming providers.
• Works closely with HR by interviewing, hiring, orienting, and evaluating, ensuring optimal staffing at all times (with approval from Corporate Offices) along with managing staffing schedules, PTO requests & payroll system maintenance.
• Works closely with IT to ensure that hardware and software needs are identified and met, including hardware tools for staff and software updates for systems.
• Works closely with the Call Center to ensure that wait times, enrollment status, incremental days and provider biographies are clear and current for optimized schedules as well as addressing call escalations.
• Works closely with Account & Finance to submit and track Account (A/P, A/R) requests, PAFs, payroll & banking needs.
• Works closely with Marketing to develop and launch effective campaigns to increase appointment volume, cross sell services, capture market share and maintain a stellar reputation in the community on behalf of both the providers and the practice.
• Assists PM's and M&A with operational integrations as needed, regionally.
• Attend weekly operational meetings, and monthly 1:1 operational and financial reviews with operation head(s).

INVENTORY CONTROL:

• Tracks supply expenses, maintaining responsive PAR levels for cosmetic, medical & office supplies, reduce shrinkage and control spending.
• Performs EoM & EoY inventory counts on time, and if the responsibility is delegated, signs off that all counts are true and accurate.
• Periodically monitor inventory for expiration dates: discard expired drugs, products, and supplies. Report expiration and arrange refunds, returns and credits necessary with purchasing.
• Secure necessary equipment, both CapEx and routine, as needed and requested by providers. Depending on expense, business case is presented with request.

OTHER FUNCTIONS:

• Performs and documents periodic staff meetings and educational in-service including but not limited to OSHA, CPR and HIPAA.
• Monitors & ensure drug reps do not stock unassisted.
• Works to ensure that the site is in regulatory compliance with agencies such as OSHA, CLIA, AHCA, DHS and others as appropriate.
• Performs duties and interacts with all team members facilitating congenial and professional working relationships with subordinates, peers, and superiors, creating a harmonious work environment, allowing work to flow in a positive, constructive, and professional manner.
• Has the ability to step in and acts in any operational role in the event of staffing shortages or emergencies.
• Attend occasional after hours, before hours or weekend meetings or trainings as needed and required, with advanced notice.
• And all other duties as assigned.

QUALIFICATIONS:

• Two or more years of experience in progressive and hands-on managerial experience in medical practice.
• Bachelor's degree preferred or an equivalent combination of education and experience.
• Demonstrated knowledge of healthcare fiscal management and human resource management practices.
• Excellent organizational skills with the ability to gather, analyze and interpret information.
• Understanding of electronic medical record and billing systems and related applications
• Ability to apply policies and principles to solve everyday problems and deal with a variety of situations.
• Ability to establish priorities and coordinate work activities.
• Excellent written and verbal communication skills.

Physical Demands and Work Environment

This position operates primarily in a professional office/clinical environment. The role regularly requires standing, sitting, working at a computer, communicating with employees, managers, physicians, patients, and walking throughout the day. There are no regular lifting requirements beyond standard office/ practice materials. The work environment is typical of a medical practice setting.

This job description is intended to provide a general overview of the position and does not encompass all tasks or responsibilities that may be required. The duties and requirements of this role may be subject to change and additional duties may be assigned as needed.