Office Manager

JOB TITLE: OFFICE MANAGER (EXEMPT)

GENERAL SUMMARY OF DUTIES: Provides leadership and coordinates operations and activities of the medical office.

SUPERVISION RECEIVED: Division Manager

SUPERVISION EXERCISED: Supervises office staff as assigned

EXAMPLES OF DUTIES: (This list does not include all duties assigned)

Physicians’ Primary Care of Southwest Florida is a premier physician owned and managed primary care practice with locations in Cape Coral, Fort Myers, Lehigh Acres and Estero. We need a talented Medical Office Manager to join our team. 

Excellence in Service

1. Provide excellent customer service (friendly, courteous and helpful) to providers, coworkers, employees, patients, family members, businesses and visitors of PPC. Courtesy includes; face-to-face, written and telephone (verbal and texting).

1. Holds employees accountable for service expectation.

1. Works efficiently with other practice leaders with the expectation that excellence in service is a priority.


2. Promotes PPC customer service expectations of: Compassion, Respect, Friendliness, Teamwork and Excellence.

Human Resource

1. Responsible for hiring, training and maintaining staff for the purpose of running an efficient office. 

1. Responsible for achieving less than 10 % turnover rate for reasons not relating to retirement, death or moving out of the area. 

1. Oversees and directs activities of assigned clerical and clinical staff ensuring that all staff have a full understanding of expectation of their positions.

1. Responsible for ensuring all new employees are mentored and monitored for efficient and effective onboarding.

1. Responsible for managing and processing time and attendance for payroll and personnel management purposes.


2. Evaluates performance and recommends merit increases, promotions, and disciplinary actions.

1. Conducts evaluations in the same month in which they are due.

1. Conduct staff meetings as required by administrator; however, minimum standard is no less than four per year. Staff meetings should include:
   
   
   
   
   1. Well-structured agenda
   
   
   2. Educational component
   
   
   3. Administrative component
   
   
   4. Open forum for employee dialogue.
   
   

1. Visible to all staff and providers by walking around the office and interacting.

1. Responsible for supervising all staff within the clinic setting.

Financial Management

1. Oversees and responsible for signing and submitting packing slips and/or invoices to accounting within the work week they are received. Communicates to accounting any discrepancies or concerns.

1. Manages overtime costs and makes necessary internal changes in order to keep costs to a minimum.

1. Responsible for reviewing, questioning and explaining divisional costs as seen on financial reports. Questions accounting where appropriate.

1. Maintains efficient inventory process for ordering all supplies.

1. Turns in required information to administration for financial and monthly reporting within two business days of month-end closing.

1. Ensures that clinical supply inventory is conducted as required.

1. Ensures that all monies collected are deposited according to policy and all balancing procedures are followed (cash and credit cards)

1. Ensures that all petty cash is balanced and receipts documented according to policy and that all balancing procedures are followed.

Systems Management

1. Responsible for developing office specific policy and procedures (both clerical and clinical), as well as for ensuring policies are followed and maintained.


2. Appropriately monitors appointments for proper scheduling, patient flow, and efficiency.

1. Responsible for ensuring patients, who miss their appointments, are contacted and managed according to policy.

1. Responsible for maintaining provider calendars for vacation, meetings and call. Ensuring that schedules are blocked appropriately.

1. Ensures that referrals and authorization protocols are followed and handled in a timely fashion.

1. Ensures monies are collected at time of service and that staff follow financial documentation protocol.

1. Ensures compliance with regulations and with PPC standards of quality patient care.

1. Actively participates, educates and supports all payer (commercial/governmental) initiatives in which PPC has a contractual obligation.

1. Actively participates, educates and supports initiatives within PPC

1. Identifies and resolves operational problems.

1. Facilitates physician meetings where appropriate and produces minutes of meetings.

1. Attend required meetings and participates in committees as requested.

1. Works closely with managing partner and senior level managers.

Facilities and Equipment Management

1. Responsible to ensure facilities are clean, maintained and free from damage and deterioration, as well as safe for all patients, customers, visitors, providers and employees.


2. Notifies internal maintenance department via ticketing system or other acceptable methods for needed repairs.


3. Responsible to ensure lawns are maintained, grounds are free from trash, and trees are trimmed.


4. Responsible for working interior and exterior lights.


5. Responsible to ensure internal signage is appropriate, professional, non-cluttered and never taped to walls. Removing signage as appropriate (old event, provider announcement etc).


6. Fixes deficiencies when notified by local authorities. Notifies administrator of such deficiencies. 


7. Responsible to ensure that all equipment (medical and clerical) is in working order, clean and stored properly.

Personal Responsibility

1. Maintains strictest confidentiality in all areas of the medical practice.

1. Reports to work on time and rarely calls off from work.

1. Maintains a positive can-do attitude. 
   
   
   
   
   1. The office manager should be an example to employees of a positive work ethic.
   
   

1. Continually looks for ways to grow professionally as a leader.

1. Participates in professional development activities to keep current with health care trends and practices.

1. Is recognized by employees as honest and trustworthy.

1. Listens to employees and includes them in decision making (where appropriate).

1. Completes other duties as necessary. Demonstrates to employee’s willingness to jump in and help.

1. Responds to emails within 24 hours of receipt (business hours).

1. Keeps work area in a neat and organized fashion.

1. Follows professional dress standards as described in PPC handbook.

The above is a summary of duties expected. While a comprehensive list it does not accurately reflect all the duties of the office manager. There are other duties that may be assigned.

EDUCATION:

• Associate Degree in health or business administration required. Bachelors Degree preferred. Life experience may be accepted in lieu of Bachelor Degree. Any exception must be approved by the Administrator or the Director of Human Resources. 


• Preferred certification in Medical Office Management through AAPC, or ability to become certified within 2 years of employment.

EXPERIENCE:  

Minimum of five years of medical practice operational management experience. Any exceptions must be approved by the Administrator or the Director of Human Resources.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of organizational policies, procedures, systems, and objectives.

1. Knowledge of fiscal management and human resource management techniques.

1. Knowledge of health care administrative systems. Knowledge of governmental regulations.

1. Skilled in Microsoft office products – especially, Word, Excel and Power Point.

1. Skilled in exercising a high degree of initiative, judgment, discretion, and decision making necessary in completing work.

1. Skilled in evaluating operations as they relate to polices goals and objectives. 

1. Ability to create an atmosphere that encourages, motivates, innovates.

1. Treats all people (internal and external) in a professional and courteous manner.

1. Position requires strong written communication skills.

PHYSICAL/MENTAL DEMANDS:

Requires ability to move throughout the office uninhibited. Requires hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

What PPC Offers:

• 30 years of growing with and supporting our communities


• Award-winning physicians


• Ability to advance within our organization


• Health, dental, vision, disability and life insurances


• 401(k) with company match with free financial advising


• Paid Time Off (PTO)


• Paid Holidays


• Employee Assistance Program (EAP)


• Legal Services/Documentation Discounts


• Employee Resource Assistance Program (ERAP)


• License Renewal Assistance


• Free continuing education through Relias


• Employee appreciation events and gifts

Want to learn more about Physicians’ Primary Care of Southwest Florida? Visit us at and apply today!

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