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 FunctionsEffectively communicates with the staff and surgeon regarding all practice businessEffectively guides, leads, supports, and supervises all staffAssesses the staffing needs on a daily basis and ensures adequate staff to provide care commensurate with the needs of the practiceSchedule daily staffing and time off requestsIs accountable and delivers on commitmentsOriented towards continuous learningEffectively assists in overseeing daily activities at the practiceDemonstrates knowledge of current computer systems (Practice Management software and Electronic Medical Records software)Willingly accepts assignments to special projectsIs attentive to detail and recordkeeping on required paperworkStrives to improve working environment by generating alternatives and making recommendations on improving work efficiencyInspires trust and confidence from patients, callers, visitors, and employees by remaining well informed and prepared at all timesInitiates action to manage staff conflicts and keep Human Resources informed as neededSeeks assistance from Human Resources when unable to fully resolve a conflictDemonstrates an ability to identify and resolve problems, uses initiative and good judgment to reach quality decisionsGood attendance is expected of all employees as a normal condition of workAdditional duties as assignedInterpersonal SkillsPortrays attitude and actions that are consistent with the mission of the practiceMaintains open and positive communication with all personnel, team members, and other healthcare professionalsCommunicates with patients, families, and significant others as neededMaintains professionalism within the practiceMaintains confidentiality of patient and personnel informationMaintains calm and effective behavior during stressful situationsPromotes a positive work environment which will enhance employee satisfactionDevelops and maintains open lines of communication and timely transmission of informationConducts all aspects of supervision in a firm, fair, and consistent mannerDemonstrates an ability to identify and resolve problems, uses initiative and good judgment to reach quality decisionsContinually evaluates the morale of staff and takes appropriate actions to resolve problemsEnsures a safe environment for the patients and staffEnsures privacy and confidentiality to all patientsDemonstrates awareness of individual rights of patientsEstablishes priorities, organizes actions and communicates needs to team membersProvides equipment and supplies based on practice needsCompetent to anticipate problems and emergencies, and take appropriate actionCompetent to delegate specific duties to other team members based on practice needs and staff qualificationsDocuments appropriately on personnel mattersAdditional ResponsibilitiesOrders and restocks supplies as necessaryMonitors and approves attendance and time off for all clinic personnelConducts banking activitiesRefers all human resource issues and benefits - including workers comp claims - to the Human Resources ManagerWorks with Human Resources to oversee credentialing and privileges for their clinic's licensed providersPerforms other duties as assigned, within the capacity of individual knowledge and expertiseParticipates in economical utilization of suppliesExervised sound judgment in decision makingResponds in a positive manner to contrucctive criticismSeeks opportunity for continued learningDemonstrates knowledge of fire, safety, and disaster policiesKnows locations of alarms and extinguishersProvides ongoing education to staffWorks with staff to identfy and determine if there are any problmes or opportunities for improvementFunctions wihin the dress codeGood attendance is expected of all employees as a normal condition of workAdditional duties as assignedCompetenciesThe Assistant Office Manager should have/possess/practice:IntegrityConfidentialityProfessionalismCustomer/Patient focusHigh energy levelExcellent interpersonal skillsKnowledge of third party payors, insurance companies, Medicare, and workers compensationAn 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 providersBusiness savvy - ability to take action and maintain operations within a budget; ability to analyze and understand reports, budget, and statistical informationTeam building skills - skills in planning, assessing, implementing, evaluating, teaching, and supervisingDesire to develop staff and the ability to establish effective working relationships with peopleThe ability to listen, understand, and confer with personnel, physicians, patients, and the general publicSupervisory ResponsibilityThis 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 EnvironmentThis 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 DemandsThe 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 RequirementsThe 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.TravelThis position will require some travel.Educational and Experience RequirementsAn Associate's or Bachelor's Degree in Business Administration, Accounting, or Healthcare Administration is a plus, but not requiredAt least two years of previous experience in medical office managementMust have prior experience in a supervisory role in a healthcare settingStrong knowledge of healthcare insurance is a mustHigh school diploma or equivalent is requiredA valid, unexpired driver's license is required#hrmdtpp #J-18808-Ljbffr Paycom - ATS