Office Manager

Job Description

Job Description

Description:

We have an exciting opportunity for an Office Manager at one of our clinics in Orchard Park, NY . This role offers the chance to join a growing organization and advance your career in a collaborative, patient-centered environment committed to delivering exceptional care.

Roswell Park Care Network is a recognized leader in oncology and specialty care, supporting community physician practices across New York State. We are committed to delivering exceptional patient care while advancing innovative treatment options in a collaborative and patient-focused environment.

Comprehensive Benefits:

• Monday-Friday schedule
• Medical, dental, and vision coverage
• Employer funded Health Reimbursement Account (HRA)
• 401(k) with company match
• Generous vacation and sick time
• Company-paid life insurance
• 11 paid Holidays

The Office Manager coordinates the business operations of the assigned community practice. This position oversees the supervision of staff and ensures the practice goals are aligned with the goals of the RPCI Oncology, PC . The Office Manager oversees the completion of various administrative tasks within the office and maintains a well-run practice. Their main duties include managing patient records, handling staff time and attendance, ensuring the proper care of patients, tracking the office budget, and hiring and training non-clinical personnel.

Responsibilities:

• Plan, formulate, organize, control, and direct office operations
• Develop office schedules and ensure that all employees adhere to the schedule
• Interact with fellow workers in a way that promotes a respectful and cooperative working environment.
• Be available to employees to discuss issues that arise
• Schedule maintenance on lab and office equipment, if applicable, and knowledge of equipment and IT issues.
• Collaborate with other managers and administrators to find best practices for all services.
• Monitor office supplies and order new stock as required.
• Work with Accounts Receivable to reconcile packing slips and invoices
• Monitor operations, programs, and payer rules to ensure compliance.
• Collaborate with peers and staff on the implementation of any new systems at each location. Work closely with staff and the vendor to schedule a timeframe for training and implementation.
• Ensure compliance with federal, state, and local regulations for medical practices.
• Measure the practice's KPIs and gather feedback and retention rates to assess the quality of patient care and customer service provided by the medical office.
• Hire, onboard, train, and supervise office staff and manage their performance.
• Management of all employee time off requests.
• Oversees the day-to-day operations of the office e.g., preparation of front desk employee schedules, performance management input, first-line conflict resolution with appropriate escalation to Practice Administrator
• Coordinate patient scheduling tasks and delegate to staff as appropriate to ensure provider-patient numbers are achieved
• Oversee tasks related to no-show reports/send out No-show letters
• Ensure patient no-shows are filled in the physician schedule
• Maintain Front Desk and coverage schedules
• Coordinate processes related to incoming referrals for physicians
• Check-in and check-out when needed and process co-payments
• Facilitate monthly team meetings
• Chart preparation for new patients, and existing patients, as required
• Second line balancing for Front Desk co-payments, patient responsibility payments, and cash-out reports
• Telephone support as required – nurse line, triage, and authorizations
• Schedule interpreter services for patients
• Work closely with the Office Administration to address changes, process implementation, leadership decisions, staff and patient concerns
• Perform other tasks/responsibilities as may be requested/necessary to support patient and business needs of the practice
• Maintain office supplies, internal phone list, housekeeping requests, basic IT technical support, and other tasks associated with day-to-day office operations
• Maintain job postings, schedule and participate in interviews as needed
• Performs other duties as required

Education / Certification / Experience:

• Bachelor’s degree in Health Care Administration and one (1) year of related work experience; OR
• Associate’s degree and two (2) years of related experience; OR
• High School Diploma or GED and three (3) years of related work experience
• Experience in a medical practice or similar organization, with a strong understanding of patient throughput, compliance, staff supervision and financial management