Assistant Office Manager

The Assistant Office Manager is responsible for assisting the Office Manager in achieving the objectives of the practice, including helping to establish administrative policies, coordinating activities within the practice with staff and assuring that operations of the practice are met with a high standard. The Assistant Office Manager coordinates and plans for the delivery of clerical and operational services to all patients/customers that choose the practice for healthcare services. The Assistant Office Manager assists with the supervision of all personnel and provides direct communications to patients/families with regards to questions/inquiries about practice policies and procedures when needed.

Essential Functions

• Effectively communicates with the staff and surgeon regarding all practice business
• Effectively guides, leads, supports, and supervises all staff
• Assesses the staffing needs on a daily basis and ensures adequate staff to provide care commensurate with the needs of the practice
• Schedule daily staffing and time off requests
• Is accountable and delivers on commitments
• Oriented towards continuous learning
• Effectively assists in overseeing daily activities at the practice
• Demonstrates knowledge of current computer systems (Practice Management software and Electronic Medical Records software)
• Willingly accepts assignments to special projects
• Is attentive to detail and recordkeeping on required paperwork
• Strives to improve working environment by generating alternatives and making recommendations on improving work efficiency
• Inspires trust and confidence from patients, callers, visitors, and employees by remaining well informed and prepared at all times
• Initiates action to manage staff conflicts and keep Human Resources informed as needed
• Seeks assistance from Human Resources when unable to fully resolve a conflict
• Demonstrates an ability to identify and resolve problems, uses initiative and good judgment to reach quality decisions
• Good attendance is expected of all employees as a normal condition of work
• Additional duties as assigned

Interpersonal Skills

• Portrays attitude and actions that are consistent with the mission of the practice
• Maintains open and positive communication with all personnel, team members, and other healthcare professionals
• Communicates with patients, families, and significant others as needed
• Maintains professionalism within the practice
• Maintains confidentiality of patient and personnel information
• Maintains calm and effective behavior during stressful situations
• Promotes a positive work environment which will enhance employee satisfaction
• Develops and maintains open lines of communication and timely transmission of information
• Conducts all aspects of supervision in a firm, fair, and consistent manner
• Demonstrates an ability to identify and resolve problems, uses initiative and good judgment to reach quality decisions
• Continually evaluates the morale of staff and takes appropriate actions to resolve problems
• Ensures a safe environment for the patients and staff
• Ensures privacy and confidentiality to all patients
• Demonstrates awareness of individual rights of patients
• Establishes priorities, organizes actions and communicates needs to team members
• Provides equipment and supplies based on practice needs
• Competent to anticipate problems and emergencies, and take appropriate action
• Competent to delegate specific duties to other team members based on practice needs and staff qualifications
• Documents appropriately on personnel matters

Additional Responsibilities

• Orders and restocks supplies as necessary
• Monitors and approves attendance and time off for all clinic personnel
• Conducts banking activities
• Refers all human resource issues and benefits - including workers comp claims - to the Human Resources Manager
• Works with Human Resources to oversee credentialing and privileges for their clinic's licensed providers
• Performs other duties as assigned, within the capacity of individual knowledge and expertise
• Participates in economical utilization of supplies
• Exervised sound judgment in decision making
• Responds in a positive manner to contrucctive criticism
• Seeks opportunity for continued learning
• Demonstrates knowledge of fire, safety, and disaster policies
• Knows locations of alarms and extinguishers
• Provides ongoing education to staff
• Works with staff to identfy and determine if there are any problmes or opportunities for improvement
• Functions wihin the dress code
• Good attendance is expected of all employees as a normal condition of work
• Additional duties as assigned

Competencies
The Assistant Office Manager should have/possess/practice:

• Integrity
• Confidentiality
• Professionalism
• Customer/Patient focus
• High energy level
• Excellent interpersonal skills
• Knowledge of third party payors, insurance companies, Medicare, and workers compensation
• An understanding of basic practice operations (billing, surgery scheduling, clinic scheduling, medical records, referral coordination, insurance verification, etc.)
• Leadership - verbal ability to communicate ideas and views effectively when speaking to groups, personnel, medical staff, and the providers
• Business savvy - ability to take action and maintain operations within a budget; ability to analyze and understand reports, budget, and statistical information
• Team building skills - skills in planning, assessing, implementing, evaluating, teaching, and supervising
• Desire to develop staff and the ability to establish effective working relationships with people
• The ability to listen, understand, and confer with personnel, physicians, patients, and the general public

Supervisory Responsibility
This position assists with the supervision of all clinic personnel and provides direct communications to patients/families with regards to questions/inquiries about practice policies and procedures when needed.

Work Environment
This job operates in a professional medical clinic and office environment. This role routinely works around medical devices and patient room equipment in addition to standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is standing most of the day. Frequent lifting, stretching, and other physical exertion during positioning of patients and moving equipment. In addition, the employee is regularly required to talk or hear, and frequently is required to stand, walk, use hands to handle or feel, and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies up to 20 pounds.

HIPAA Privacy and Confidentiality Requirements
The Assistant Office Manager may have access to confidential information, both written and oral, in the course of his/her employment and job responsibilities. In order to maintain the integrity of Protected Health Information (PHI), this information is not to be disclosed to any unauthorized individuals as outlined in the Policies and Procedures of HRMD.

Travel
This position will require some travel.

Educational and Experience Requirements

• An Associate's or Bachelor's Degree in Business Administration, Accounting, or Healthcare Administration is a plus, but not required
• At least two years of previous experience in medical office management
• Must have prior experience in a supervisory role in a healthcare setting
• Strong knowledge of healthcare insurance is a must
• High school diploma or equivalent is required
• A valid, unexpired driver's license is required

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