Office Manager

Job Description

Job Description

Job Summary:

The Office Manager plays a crucial role in ensuring a seamless and positive experience for patients. This position is responsible for overseeing the day-to-day operations of the back office and is focused on providing excellent customer service. The Office Manager leads a team of medical assistants, coordinates patient scheduling, and manages administrative tasks to create a welcoming and Office environment for all patients. Reports to the Director of Satellites.

Duties/Responsibilities:

• Greet and assist patients, visitors, and vendors in a friendly and professional manner.

• Ensure all interactions in the back office are conducted with empathy, courtesy, and patience.

• Manage patient inquiries, concerns, and complaints promptly and effectively.

• Maintain a high level of customer service to enhance the overall patient experience.

• Train, and manage clinical staff

• Provide support, and feedback to staff, fostering a positive and productive work environment.

• Enforce office policies and procedures for the medical assistants.

• Oversee the appointment scheduling process and collaborate with clinical staff to optimize patient flow and minimize wait times.

• Assist in rescheduling or accommodating urgent patient requests.

• Maintain confidentiality and accuracy of patient records and information.

• Oversee the check-in and check-out process, ensuring complete and accurate documentation.

• Facilitate insurance verifications, prior authorizations, and billing inquiries.

• Manage clinical inventory and supplies, ensuring that all necessary materials are readily available.

• Coordinate with providers and assist in meeting Quality Health Metrics and HEDIS Metrics.

• Oversees Vaccine inventories.

• Coordinate with other departments within the medical office to address patient needs.

• Organizes schedules for medical assistants and Providers.

• Performs other related duties as assigned.

Required Skills/Abilities:

• Communication and converse clearly over the telephone and in person.

• Knowledge of data entry skills. Job Title: Office Manager Rev. 2023

• Must be articulate and personable.

• Ability to use mature judgment in the performance of duties.

• Organization and time management skills to manage a variety of tasks effectively.

Education and Experience:

• Bachelor's degree in business administration or a related field preferred.

• Previous experience in a medical office setting and customer service is highly desirable.

• Strong leadership and supervisory skills.

• Excellent communication and interpersonal skills.

• Proficiency in using office software, electronic health records, and scheduling systems.

• Ability to work under pressure and maintain composure during busy periods.

• Knowledge of medical billing and coding procedures (preferred but not required).

Physical Requirements:

• Frequent exposure to communicable diseases and other conditions common in a clinic environment.

• Prolonged periods of sitting and standing.

• Occasional lifting and carrying of office supplies or materials.