Office Manager

2 months ago

Fayetteville, United States A Brighter Future Healthcare Services Full time
Job DescriptionJob DescriptionSalary:

Job Title: Office Manager

Location: A Brighter Future Healthcare Services, Inc.

Department: Administration

Reports To: Practice Owner/Managing Provider(s)

Job Summary:

The Office Manager is responsible for overseeing the daily operations of the family practice, ensuring efficient administrative functions, high-quality patient care, and regulatory compliance. The role involves managing staff, handling finances, improving operational systems, and maintaining a positive work environment.

Key Responsibilities:

  1. Administrative Management:
  • Supervision: Oversee the administrative staff including receptionists, medical billers, medical assistants, phlebotomists and office assistants. Conduct regular performance evaluations and provide coaching and professional development opportunities.
  • Scheduling: Develop and manage staff schedules to ensure adequate coverage and smooth office operations. Coordinate with medical and clinical staff to optimize patient appointment times.
  • Policies and Procedures: Develop, implement, and update office policies and procedures to ensure compliance with healthcare regulations and improve efficiency.
  1. Financial Management:
  • Billing and Coding: Oversee the billing and coding processes to ensure accuracy and compliance with insurance requirements. Resolve billing issues and discrepancies.
  • Budgeting: Prepare and manage the office budget. Monitor expenses, identify cost-saving opportunities, and ensure financial sustainability.
  • Accounts: Oversee accounts payable and receivable, ensuring timely payments and collections. Coordinate with external accountants for financial reporting and tax preparation.
  1. Patient Relations:
  • Customer Service: Ensure a high level of patient satisfaction by addressing complaints, resolving conflicts, and implementing service improvements.
  • Communication: Maintain open lines of communication with patients regarding appointments, billing issues, and practice policies. Ensure that patient inquiries are handled promptly and professionally.
  1. Human Resources:
  • Recruitment: Manage the recruitment process for administrative and support staff, including posting job ads, interviewing candidates, and onboarding new hires.
  • Training: Coordinate and conduct training sessions for new and existing staff. Ensure all employees are knowledgeable about practice policies, procedures, and healthcare regulations.
  • Performance Management: Conduct regular performance reviews, provide constructive feedback, and implement performance improvement plans when necessary.
  1. Operational Efficiency:
  • Technology: Manage the implementation and maintenance of office technology, including electronic health records (EHR) systems, scheduling software, and office equipment.
  • Inventory Management: Oversee the procurement and inventory of office supplies and medical equipment. Ensure that supplies are adequately stocked and equipment is properly maintained.
  • Facility Management: Ensure that the office environment is clean, safe, and welcoming. Coordinate with building management for maintenance and repairs.
  1. Compliance and Risk Management:
  • Regulations: Ensure that the practice complies with all local, state, and federal healthcare regulations, including HIPAA, OSHA, and CMS guidelines.
  • Risk Management: Identify and mitigate potential risks to the practice, including data breaches, safety hazards, and legal liabilities. Develop and implement risk management strategies.

Qualifications:

  • Education: Bachelor’s degree in healthcare administration, business administration, or a related field. Master’s degree preferred.
  • Experience: Minimum of 5 years of experience in healthcare administration, with at least 3 years in a management role within a family practice or similar healthcare setting.
  • Skills:
    • Strong leadership and organizational skills
    • Excellent communication and interpersonal abilities
    • Proficient in healthcare billing and coding practices
    • Knowledge of healthcare regulations and compliance requirements
    • Ability to manage financial operations and budgets
    • Proficiency in office management software and EHR systems

Personal Attributes:

  • Detail-oriented: Meticulous attention to detail and accuracy in all aspects of work.
  • Problem Solver: Strong analytical and problem-solving skills to address challenges and improve operations.
  • Adaptable: Ability to adapt to changing environments and priorities.
  • Team Player: Collaborative attitude and ability to work effectively with diverse teams.

Working Conditions:

  • Environment: Office-based, with occasional travel for training or meetings.
  • Hours: Full-time, Monday through Friday, with occasional evenings or weekends as needed.

Application Process:

Interested candidates should submit their resume, cover letter, and references to corporate@abrighterfutureinc.com.  A Brighter Future Healthcare Services, Inc. is an equal opportunity employer and encourages applications from individuals of all backgrounds.

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