Medical Office Manager
3 weeks ago
SUMMARY STATEMENT
The Office Manager at our OBGYN Clinical Private Practice is responsible for overseeing the day-to-day administrative functions of the clinic, ensuring smooth and efficient operations, and providing the highest level of patient care and service.
TYPE OF SUPERVISION RECEIVED
The Office Manager will work under the general guidance and direction of the Practice Owner/Lead Physician but is expected to operate with a degree of autonomy and initiative. Periodic reviews and check-ins will be scheduled, but the Office Manager should be proactive and self-directed in managing their responsibilities.
DUTIES AND TASKS
- Office Management:
- Oversee the clinic's daily operations to ensure efficient and smooth workflow.
- Ensure the clinic’s facilities are well-maintained, safe, and presentable.
- Manage office supplies inventory and order necessary materials promptly and cost-effectively.
- Coordinate with IT support for technical issues, software management, and systems maintenance.
- Manage the folder organization structure.
- Staff Supervision:
- Train, and supervise administrative staff, including receptionists, medical assistants, and other office personnel.
- Conduct regular staff updates to communicate updates, address concerns, and ensure consistent team alignment and providing these updates to the manager (verbal/written).
- Oversee staff development and training.
- Patient Services:
- Ensure all patients receive top-notch service, from initial contact through post-visit follow-ups and annual visits. Maximizing the concierge service benefits.
- Address patient concerns and complaints in a timely and professional manner.
- Oversee patient scheduling to ensure optimal workflow and minimal waiting times.
- Financial Management:
- Oversee billing and coding procedures, ensuring accuracy and timely submissions.
- Monitor clinic expenditures develop and manage budgets.
- Cash Collection Process for medical and concierge practice.
- Compliance & Record Keeping:
- Ensure the practice adheres to all federal, state, and local regulations and guidelines.
- Manage patient records, ensuring confidentiality, integrity, and availability when required.
- Coordinate regular audits of practices to maintain compliance and best practices.
- Inventory management for the office (ie. supplies / surgical equipment / lab equipment / samples).
- Liaison:
- Act as a liaison between the physicians, staff, and patients.
- Develop and maintain professional relationships with vendors, healthcare providers, and other stakeholders.
- Continuous Improvement:
- Implement and oversee quality assurance measures.
- Continuously seek and implement ways to improve office efficiency and patient care.
8. Other Duties:
- As other duties assigned.
SKILLS, KNOWLEDGE AND ABILITIES
Skills:
- Organizational Skills: Ability to manage multiple tasks, keep track of a variety of responsibilities, and prioritize them effectively.
- Leadership & Management: Ability to lead, inspire, and manage a diverse team, ensuring that tasks are completed and objectives are met.
- Problem-Solving: Ability to identify issues and implement effective solutions quickly.
- Communication: Strong verbal and written communication skills for interacting with staff, clients, and vendors.
- Time Management: Efficiently allocating time for various tasks to ensure smooth operations.
- Financial Literacy: Basic understanding of budgeting, financial reporting, and bookkeeping.
- Technical Proficiency: Familiarity with office software (e.g., Microsoft Office 365), as well as knowledge of office equipment.
- Negotiation: Ability to negotiate with vendors or suppliers for goods, services, and prices.
- Project Management: Overseeing projects from inception to completion, ensuring they are completed on time and within budget.
Knowledge:
- Operational Procedures: Understanding of the day-to-day operations of an office or business.
- Regulatory Compliance: Awareness of any industry-specific regulations and ensuring the office adheres to them.
- HR Practices: Basic knowledge of human resource practices, including hiring, training, and performance evaluation.
- Industry-Specific Knowledge: Depending on the nature of the business, knowledge related to that industry can be advantageous.
- Safety Protocols: Understanding of health and safety regulations to ensure a safe working environment.
Abilities:
- Adaptability: Adjusting to new challenges and changes in the workplace.
- Decision-Making: Making informed decisions even under pressure.
- Interpersonal: Building and maintaining positive relationships with team members, clients, and suppliers.
- Attention to Detail: Recognizing finer details to ensure accuracy in tasks and projects.
- Conflict Resolution: Ability to mediate disagreements and find common ground.
- Initiative: Proactively identifying areas of improvement or new approaches without waiting for direction.
- Multitasking: Handling multiple tasks or challenges at once without compromising on quality.
- Strategic Thinking: Ability to see the bigger picture and plan for the long-term success of the office.
Preferred Software Experiences:
1. Office 365 – (Microsoft word, excel, etc.)
2. Athena EHR
3. Adobe
4. Docusign
Professionalism Expectation
· Exhibit courtesy at all times when interacting with visitors, colleagues, and team members.
o Honor the privacy and dignity of everyone you engage with: visitors, colleagues, or team members.
o Uphold a professional demeanor when in the company of visitors, colleagues, and team members.
· Adhere to departmental standards and guidelines.
o Embody the ideals of the profession and organization in speech and action, showcasing expertise, passion, proactive problem-solving, dedication, and allegiance.
o Engage in constructive problem-solving by offering thoughtful suggestions and potential remedies for concerns or issues in the workplace.
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