Office Manager

Office ManagerThe Office Manager is responsible for organizing and coordinating office operations and procedures to ensure the smooth daily operation of the Emergency Medicine/Hospital Medicine/Intensivist departments. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, and conducting/managing special projects. The Office Manager is the key contact in a community Emergency Department/Hospital Medicine/Intensivist Department, supporting all efforts for the Physicians and Advance Practice Professionals (APPs), as well as the liaison to Community Hospital Departments that interact with the Medical Director and Providers. The Office Manager position can support a variety of locations/service lines and is ever changing to meet growing operational needs.Minimum Qualifications:Education, Certification, and/or Licensure:1. High school diploma or equivalent.Experience:1. Two (2) years of administrative or healthcare administrative experiencePreferred Qualifications:Education, Certification, and/or Licensure:1. Associates Degree.Experience:1. Two (2) years of administrative experience in a medical office setting.Core Duties and Responsibilities:1. Performs general clerical duties:1. Answers telephones, screen calls, takes detailed messages and provides information as needed.2. Sorts and distributes mail3. Maintains up-to-date phone log for staff4. Monitors and maintains/orders office supplies/equipment as needed5. Prepares work orders for repairs6. Coordinates meetings and organizes catering in person and/or via Microsoft Teams7. Arranges catering needs for special occasions8. Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration9. Maintains Medical Director's calendars10. Completes monthly department credit card reconciliation11. Completes all WorkDay invoice coding in a timely manner12. Utilizes EMR to respond to internal/external queries13. Assists in maintaining department employee records2. Acts as point person for the department providers/leadership:1. Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures2. Ensures new providers are EMR trained prior to start3. Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)4. Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns5. As designated delegate, works directly with providers to complete any travel and/or purchase reimbursements in WorkDay; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider6. Updates all CME purchase details/balances7. Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed8. Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO9. Completes monthly Independent Contractor Timesheets/Invoices10. Collects and files monthly Medical Director timesheets (reports out when needed)11. Completes all provider extra duty hours for the Administrator12. Calculates and forwards Acute Resource Group monthly hours to administration13. Provides leave of absence assistance working with Absence Manager & WVUM LOA Team14. Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices15. Ensures WC1 forms are completed and submitted in a timely manner16. Assigns patients to Hospitalist providers (Daily assignment)17. Assists providers with death certificate completion18. Assists Medical Director in annual evaluation completion19. Conducts research to develop outcomes for special projects20. Completes grievance reporting and letters21. Creates presentations and reports for Medical Director3. Assists/assembles information for reports:1. Maintains all EMR metric reports2. Assembles daily, weekly, monthly, and yearly patient census reports3. Completes weekly dashboards4. Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, works with providers to complete charts in a timely manner5. Maintains patient transfer reports6. Coordinates with Hospitalist Medical Director to record and report excess duty volume incentive data to Administration7. Manages monthly time study and sends to CFO4. Performs as on-site department key contact:1. Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment with credentialing, reappointments, and onboarding2. Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.) and organizes arrangements for certification training3. Works closely with Case Management for denial letters4. Assists Stroke Coordinator/Trauma Manager as neededPhysical Requirements:1. Manual dexterity in order to operate office equipment.2. Ability to drive to different sitesWorking Environment:1. Travel to clinical sites is required from time to time.Additional Job Description:Scheduled Weekly Hours: 40Shift: Day (United States of America)Exempt/Non-Exempt: United States of America (Exempt)Company: THOM Thomas HospitalsCost Center: 7413 SMG Emergency Department ThomasAddress: 4605 Maccorkle Ave SW South Charleston West VirginiaEqual Opportunity EmployerWest Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.