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. 

Southside is committed to providing Equal Employment Opportunity to each employee. Southside will not engage in unlawful discrimination against or harassment of any person employed by or seeking employment on the basis of race, color, religion, sex, sexual orientation, gender identity, ancestry, national origin, place of birth, age, marital status, veteran status, or any other characteristic protected by applicable federal, state or local law.