Office Manager

Company Description

Lake Cumberland Rheumatology (LC Rheumatology) was founded in 2009 to provide essential care for individuals with rheumatologic and autoimmune disorders in Central Kentucky. Over time, the practice has expanded to serve patients across the entire state of Kentucky and Southern Indiana, reflecting steady growth and a strong regional presence. LC Rheumatology has added Infusion, X-Ray, Research, and Pharmacy services to offer comprehensive, integrated care. Team members join a mission-driven organization focused on improving access to specialized rheumatology services and enhancing patient outcomes.

Scope:

Oversees the daily planning, coordination and efficiency of all divisional physician practice and building operations. Directs, manages, and supervises all physician practice staff members. Creates and implements clinic workflows and divisional policies and procedures as an extension of LCR Corporate infrastructure. Creates and monitors clinic department budgets throughout the year with strict adherence to cost containment. Routinely exhibits timely written and oral communication. Works cooperatively and collaboratively with physician practice leadership, LCR Management team, and LCR leadership team.

Qualifications

1. Strong communication skills, including clear verbal and written communication and the ability to interact effectively with patients, families, and staff.
2. Experience in administrative assistance and office administration, including scheduling, records management, and workflow coordination.
3. Hands-on familiarity with office equipment and basic troubleshooting for devices such as printers, scanners, and phone systems.
4. Customer service skills, with a focus on empathy, problem-solving, and maintaining a calm, professional demeanor in a clinical setting.
5. Prior experience in medical office or healthcare administration is highly beneficial.
6. Proficiency with office software (e.g., EHR systems, email, spreadsheets) and strong organizational and time-management skills.
7. Ability to lead and support a team, manage multiple priorities, and maintain confidentiality in accordance with privacy regulations.
8. High school diploma or equivalent required; post-secondary education or certification in office management, healthcare administration, or related field preferred.

Roles and Responsibilities:

PERSONNEL MANAGEMENT

1. Supervise and direct all physician practice employees on a daily basis. 

2. Develop staff through coaching, mentoring, guidance, and training.

3. Conduct and complete performance evaluations for all direct reports in accordance with company policy.

4. Recruit, select, and train all non-physician staff. Coordinate with LCR Administration when onboarding new clinician and non-clinician staff via submission of all completed onboarding paperwork. 

5. Hire, evaluate, discipline, and terminate all direct reports in accordance with the LCR Associate Handbook. Maintain personnel files in accordance with LCR company policy.

6. Review, approve, and submit timesheets biweekly. Coordinate with payroll to ensure correct worked hours, deductions, and PTO are reported timely and accurately.

7. Create and maintain accurate job descriptions for each role contained within his/her department. 

OPERATIONS MANAGEMENT

8. Create and maintain physician office schedules, call schedules, and vacation schedules.

9. Actively work to resolve administrative and operational practice workflow issues using available hardware and software tools. 

10. Serve as a liaison between physician practice, vendors, and external agencies, etc. 

11. Work as an integral part of the LCR Management Team to identify, establish and implement efficient workflows and infrastructure. 

12. Manage all physician-owned office buildings. Ensure that all buildings are adequately maintained. 

13. Maintain all practitioners' licenses and credentials.

FINANCIAL

14. Perform daily close. Balance and coordinate with Central Billing Office to ensure full reconciliation of daily divisional payments. Ensure daily bank deposit is made, and all monies are secured on premises.

15. Ensure the timely, accurate, and complete submission of all hospital-based charges and supporting documentation to the CBO in accordance with company policy. 

16. Execute all Central Billing Office policies as delegated. Establish and support associated workflows to ensure CBO policies are maintained.

17. Verify accuracy of all department invoices, code appropriately, and submit to Accounts Payable in a timely manner. Submit Use Tax payment request to Accounts Payable on a quarterly basis whenever applicable.

18. Complete and submit annual department budget for approval. Monitor actual monthly expenditures to ensure department expenses are consistent with forecasted budget.

ORGANIZATIONAL GOVERNANCE & PATIENT-CENTERED CARE

19. Work alongside providers to establish workable goals, objectives, and infrastructure to effectively deliver care. Create and maintain care coordination processes. Implement and maintain quality initiatives.

RISK & COMPLIANCE MANAGEMENT

20. Monitor Meaningful Use and PQRS thresholds and ensure physicians meet or exceed in order to successfully attest to CMS. Perform annual Security Risk Assessments in conjunction with Meaningful Use requirements. 

STRATEGIC

21. Develop and execute short and long-term practice goals and objectives. 

22. Compile and report data for quarterly and annual practice meetings. Monitor trending and make corrective action recommendations and plans in accordance with data analyzation. 

23. Attend and actively participate in all applicable LCR meetings as assigned. 

24. Responsible for all other duties assigned by LCR Physician leadership team and / or CEO.