Office Manager

1 week ago

Irvine, California, United States Pediatric Associates Full time
Pediatric Associates was founded in Hollywood, FL in 1955.

The same clinician-led, evidence-based, medical home passion is a unifying driver for those who join Pediatric Associates Family of Companies.

The Pediatric Associates Family of Companies is a growing team of Pediatricians and Pediatric Care Teammates who are excited to be part of the first nationwide Pediatric Primary Care Medical Home.

We further our uniqueness by ensuring the clinician voice is leading our medical home innovations.

PRIMARY FUNCTION:

Administer, direct and coordinates activities relating to the operation of the medical office including financial key operational performance measures, scheduling, front and clinical operations and staffing, facility maintenance and inventory management, charge posting and other administrative tasks.


ESSENTIAL FUNCTIONS OF THE JOB:
(This list may not include all of the duties that may be assigned.)

  • Ensure staffing levels to maintain efficiency of office operations.
  • Completes annual employee evaluations, manages new hires and staff development.
  • Promotes Pediatric Associates Core Values and a constructive, productive and positive work environment.
  • Creates weekly employee schedules and delegates office responsibilities.
  • Schedules, coordinates, and conducts monthly staff meetings to educate the staff on all new initiatives and policies.
  • Actively participates in the evaluation and improvement of the patient care flow and work efficiency.
  • Manages all medical equipment and supply inventory appropriately.
  • Performs vaccine refrigeration monitoring and reporting.
  • Manages vaccine storage and inventory as per regulatory and organizational policy.
  • Manage needs of IT support services and technology equipment for office operations.
  • Coordinates facility repairs and support services along with routine cleaning maintenance.
  • Maintains the clinical area in accordance with AAAHC standards and Pediatric Associates infection control program.
  • Demonstrates the knowledge and understanding of office budget and goals
  • Manage review bins to ensure efficient processing.
  • Maintains clinician scheduling templates.
  • Manages all front office operations including patient greeting, appointment scheduling, check-in, check-out, patient tracking, copay collections, patient balances.
  • Complete and reconcile all daily reports, including Duplicate Charge Report, Missing Charge Report, Missing Office Visit Report, NP/PA Report, Copay Report, as well as the EDI Report.
  • Schedules appointments according to office scheduling policies
  • Greets patients and visitors in a prompt, courteous and helpful manner
  • Scans, uploads and distributes chart documents in document manager
  • Manages insurance verification processes from eligibility to practice management entry
  • Manages charge and payment posting
  • Identifies, analyzes and solves problems
  • Manages efficient patient flow
  • Manages and resolves staff conflicts diplomatically and professionally.
  • Strives to achieve the goals set by the office budget
  • Adheres to all PA policies and procedures, PA Code of Conduct as well as PA Employee Handbook.
  • Performs all other duties as assigned.

POLICIES AND PROCESSES

  • Acts as compliance liaison enforcing policies and procedures
  • Demonstrates the knowledge and understanding of office budget and goals
  • Understands performance evaluations and corrective action processing
  • Competent to counsel employees as needed
  • Completes all PA University mandatory courses by designated deadlines
  • Ensures Pediatric Associates practices and protocols are in place throughout the office for check-in, check-out, phones, postings, deposits, etc.
  • Manages and orders office supplies

INTERPERSONAL AND COMMUNICATION SKILLS

  • Is tactful, diplomatic, cooperative and shares information with others
  • Assists with calls from patients, hospitals and other doctor's offices.
  • Communicates well with the local management team and supports all providers and staff
  • Assists with customer service issues, i


e:
conflicts/disputes, incidents/accidents.

PROFESSIONALISM

  • Adheres to high ethical behavior
  • Leads by example
  • Upholds Pediatric Associates Core Values

PERFORMANCE REQUIREMENTS:

Education:
High School Diploma or equivalent. Associates or Bachelor's degree desired.

Licensur

e:
None

Experienc

e:
Prefer two years of work experience in a medical office setting. Knowledge of computer and medical terminology desired.


The Pediatric Associates Family of Companies an Equal Employment Opportunity/Affirmative Action employers and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.


Location:
Pediatric Associat

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