OFFICE MANAGER

Job Description

Job Description

JOB TYPE:

Office Manager

HOME COMPANY:

Gulf Coast Spine

REPORTS TO:

Clinical Operations Manager

FLSA STATUS:

Non-Exempt

PRE-REQUISITE:

none

UPDATED/REVIEWED:

3/25/2025

SCOPE OF RESPONSIBILITIES

A nonexempt position responsible for overseeing the Clinic Offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different functions be performed when circumstances change or exigencies require (this includes but is not limited to emergencies, changes in personnel, workload, rush jobs, or technological developments).

1. Responsible for training and orienting new clinic staff to the policies, procedures, Standards of Conduct and clinic operations.
2. Works cooperatively and respectfully with all Providers and Executive Team.
3. Responsible for oversight of patient demographics; insurance verification related to patient accounts.
4. Works cooperatively with the assigned Certified Coders of Medical Office Clinic and able to answer patient financial questions and or act as liaison between patient and billing department.
5. Assist patients with financial inquiries and act as liaison between patient and billing department.
6. Ensures staff at site are fully trained in in insurance requirements and are up to date with changes identified by the insurance payors
7. Establish processes to ensure as many appointments as possible are being utilized and billed at the site.
8. Using critical thinking skills and sound judgment, resolves patient, employee, and clinic issues and communicates with appropriate management and/or Executive Leadership.
9. Responsible for clinic personnel management to include hiring, evaluating performance and performance coaching and counseling.
10. Communicating with the Clinical Operations Manager and Human Resources regarding severe performance issues, recommendations of termination.
11. Coordinates with the Clinical Operations Manager and Human Resources to ensure sufficient staffing of the clinic.
12. Ensures all records, reports, logs, minutes, and documentation are kept current and in compliance with any regulatory and company policies and procedures.
13. Acts as the organizations representative with patients using knowledge, listening and critical thinking skills to address patients’ questions and concerns.
14. Orders all supplies and equipment necessary for the efficient operation of the clinic.
15. Attends and actively participates in meetings as assigned by the Clinical Operations Manager and/or Executive Team.
16. Provides current information on organizational initiatives and changes through regular staff meetings.
17. Engages in studies and investigations related to improving delivery of services and recommends changes in the systems that would result in a more effective and efficient operation.
18. Monitor the clinic and staff to ensure that it remains safe, secure, and well-maintained.
19. Models’ professionalism by example through adherence to BioSpine policies and procedures.
20. Demonstrates positive customer services and ensures clinic staff meet those standards including interpersonal communication and professional conduct expectations.
21. Identifies needs and provides opportunities for staff to acquire and maintain knowledge through informal training and development programs geared towards patient relations areas.
22. Leads and supervises clinic staff regarding regulatory standards and requirements with compliance in all clinical areas.
23. Coordinates administrative requests and needs with the Clinical Operations Manager.
24. Monitors Facilities supply and equipment needs of the clinic.
25. Any tasks needed to ensure the continued functioning of the organization.

1. Managing time off requests to ensure coverage is available without clinic being impacted.
2. Performing 90 day/annual performance reviews with each team member providing feedback and continuous performance improvement.
3. Also performing 1:1 meeting monthly with each team member to ensure they feel heard.
4. Overseeing time clock for each time member to ensure they are on time, taking appropriate breaks, and not obtaining unnecessary over-time.
5. Conducting interviews and hiring new team members who meet the job requirements and would be an asset to the company, as well as letting go of team members when necessary.
6. Maintaining knowledge of all procedures, providers, diagnosis codes and options available so team member may confidently come to manager with a question and know they will get a correct answer efficiently.
7. Has working knowledge and jumps in when needed into any clinic position to ensure clinic efficiency.
8. Other duties as assigned - This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

NTIA s may be assigned.

EDUCATIONAL REQUIREMENTS

1. High school diploma required
2. Bachelor’s degree health services administration or business field preferred

EXPERIENCE/OTHER REQUIREMENTS

1. 2 years’ experience in managing a medical office preferred.
2. 2 years’ experience in personnel management and/or supervising a department preferred.
3. 2 years of Leadership experience is required.

KNOWLEDGE

1. Knowledge of medical terminology, anatomy, physiology, pharmacology, and pathophysiology.
2. Familiarity with health care system - regulations, policies, and functions.
3. Understanding of Human Resource standards.
4. Knowledge of equipment. supplies, and material needed for medical treatment.

SKILLS & ABILITIES

1. Skill in reading and following written and oral medical order.
2. Skill in initiating appropriate emergency procedures.
3. Skill in handling several tasks simultaneously.
4. Skill intact and diplomacy in interpersonal interactions.
5. Ability to communicate calmly and clearly with providers and employees.
6. Ability to establish and maintain effective working relationships with coworkers and diverse patient populations.
7. Ability to work with computer and effectively use electronic medical records (EMR).
8. Ability to work under pressure.
9. Excellent written and oral communication skills.
10. Proficient in multi-tasking and time management.
11. Demonstrates ability to problem-solve and execute to solutions.
12. Demonstrates customer/patient focus.
13. Demonstrated leadership and management abilities with strong people skills.
14. Skilled in conflict management and de-escalation techniques.
15. Able to work in a high-volume, complex environment.
16. Ability to foster a positive, problem-solving approach to the work.
17. Ability to work independently, as well as to be part of a collaborative team.
18. Ability to make sound decisions when faced with multi-faceted problems
19. Demonstrates exceptional critical thinking skills.

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.

Standing six to eight hours per day walking, stooping, bending, and maneuvering. Occasional stress from dealing with many staff and patients. May require lifting to 50 pounds to transfer and or assist a patient in standing on the scale or sitting on the exam table.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Medical exam and treatment rooms and medical offices. Environment setting (lighting, temperature, air quality, acoustics) controlled. Well-lighted, well-ventilated adequate space.

PROFESSIONAL EXPECTATIONS AND COMPETENCIES

1. Dignity & Respect. No matter the circumstance, we treat everyone with the utmost respect they deserve in a professional manner.
2. Quality. Our promise is to deliver uncompromising quality care and service to all our patients.
3. Compassion. We are caregivers first, serving the needs of our patients in a welcoming and positive environment.
4. Empowerment. We empower people to be proactive in their care and envision their own picture of health.
5. Community. Our responsibility to our community is what drives us forward.
6. Commitment. We are committed every day to bring our vision of a healthy community to life