POSITION TITLE: Office Manager "A" and "B" Practice
DEPARTMENT: Regional Primary Care, UPG
REPORTS TO: Manager, Regional Primary Care
LEVEL/FLSA: Manager, Exempt
GENERAL SUMMARY: The Office Manager will be responsible for the overall supervision and administration of the primary care physician office; its staff, and operation. Including physician throughput, financial management, and facility maintenance.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Essential functions of the job:
Personnel Related Responsibilities
General supervision of staff.
Covers front office staff when needed.
Time sheet processing and payroll report reconciliation for entire office staff.
Produces monthly work schedule for employees accommodating physicians work schedule and considering all employee leave requests.
Employee hiring, performance management, change of status, compensation, and terminations.
Personnel record maintenance.
Handles physician and employee requests and complaints.
Provides information to HR for Physician and Staff Licensure.
Schedules and conducts regular staff meetings to keep office personnel apprised of activities and decisions.
Strives to maintain high office morale.
Manage ongoing compliance issues through communication, training and monitoring policies
Satellite office employee mandatory competencies (fire, safety, blood borne pathogens, skills checklist).
Clinical and special procedures including lab., drugs, radiology procedures
Ensures qualitative compliance with regulations that apply to that offices' scope of work. This could include CA's taken; logs completed.
Revenue Cycle: revenue, Accounts Receivable
Charge entry and work file resolution.
Responds to Department Requests for additional information needs.
Works with Physicians and NPs to maximize patient throughput.
Budget/Cost containment/Financial Management
Participates in preparation of annual budget.
Petty Cash and Change Fund management and reconciliation monthly.
Ensures timely bank deposits.
Monitors budget variance reports and acts to eliminate or reduce variances.
Operations duties for satellite practice
Maintenance of appointment schedule templates updates and revises based on clinic needs.
Enters and maintains physician schedule monthly to accommodate patient demand for appointments.
Communicates with various UPG departments regarding employees, physicians, and patients.
Coordinates ongoing office maintenance interior and exterior.
Office improvements and renovations.
Coordinates maintenance and staff training of office equipment.
Handles patient requests and complaints.
Manages satellite office policies and procedures.
Implements changes as requested by management.
Maintains UVA, UPG manuals regarding policies and procedures.
Schedules and conducts regular staff meetings regarding operations issues.
Maintains record retention for patient records and accounting records according to guidelines.
Liaison between office and institutional resources.
Assists with patient care functions at the direction of the physician or supervisor.
Attends meetings as required.
Other duties as requested by management.
Non-essential functions of the job:
Processes vendor invoices for Accounts Payable process and process check requests.
UPG is an Equal Opportunity Employer
RequirementsREQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities):
High School Diploma or GED.
Office Mgr "A"- 3-5 years related experience in health care industry, or 1-2 years supervisory experience.
Office Mgr "A" supervisory experience preferred.
Office Mgr "B or C" 5-7 years related experience in health care industry, or 2-3 years supervisory experience.
Office Mgr "B or C" supervisory experience required.
Working knowledge CPT and ICD-10 coding.
In-depth knowledge of third-party payer reimbursement policies and procedures.
Knowledge and skills:
Basic knowledge of and experience utilizing a personal computer.
Basic word processing skills required.
Proficiency with Excel a plus.
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