Office Manager

1 month ago

Hanover, United States Elliott Physical Therapy Full time
Job DescriptionJob Description

ELLIOTT PHYSICAL THERAPY

JOB DESCRIPTION

JOB TITLE: Office Manager

EMPLOYER: Elliott Physical Therapy

DEPARTMENT: Administration

REPORTS TO: Administrative Director

SUMMARY: Oversees all administrative operations in Elliott Physical Therapy clinic. Leads a team of Patient Care Coordinators and collaborates with the Clinical Manager to produce an outstanding patient experience and productive clinic.

DUTIES AND RESPONSIBILITIES:

● Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, filing systems, supplies, staffing.

● Orders and maintains office supplies and inventory.

● Analyzes and maximizes office productivity by establishing, modifying, implementing and monitoring systems and procedures to enhance timely and efficient workflow.

● Prepares reports and correspondence as needed.

● Manages office petty cash fund and reimbursement procedures. ● Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.

● Leads a team of PCCs to reach clinic goals and expectations

● Works with PCCs to assure clinic collection goals are met on a weekly basis ● Manages clinic deposit log. Ensures logs are balanced on a daily basis ● Works with the Authorization & Verification Coordinator to ensure all patients are authorized and verified for visits.

● Works with Clinical Manager to ensure the collaboration and teamwork of all staff to run a successful clinic

● Attends weekly OM/CM meeting to identify issues and challenges – create solutions and action steps to resolve problems

● Works closely with The Provider Connection (billing) to coordinate monthly patient billing statements

● Attends monthly Office Manager meetings

● Attends weekly meetings with the Administrative Director

● Hires, trains, supervises, motivates, and develops administrative staff; manages schedules and workflow.

● Assigns duties and monitors quality of work of PCCs; assures staff conforms to organizational policies and procedures and government regulations. ● Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.

● Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.

● Develops systems to improve front desk workflow to meet company standards ● Represents Elliott Physical Therapy within our community and understands the importance of community involvement

● Monitors overall activities of the administrative staff; identifies problem areas and directs corrective actions

● Shares clinic cleanliness duties with CM – appropriately delegates to staff ● Performs other related duties as assigned by management

● A minimum of 40 hours per week is required to physically be in the clinic

SUPERVISORY RESPONSIBILITIES:

● Directly supervises PCC staff within one clinic.

● Holds quarterly and annual reviews with staff.

● Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

● Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

● Commitment to excellence and high standards

● Excellent written and oral communication skills

● Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.

● Ability to work independently and as a member of various teams and committees.

● Ability to deal effectively with a diversity of individuals at all organizational levels.

● Demonstrated ability to plan and organize projects with acute attention to detail.

● Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

● Work in a team environment and provide productive feedback. ● Proficient in Google Suite.

● Proven leadership and customer service skills.

● Proven ability to handle multiple projects and meet deadlines. ● Good judgment with the ability to make timely and sound decisions.

COMPETENCIES:

● Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

● Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

● Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

● Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results

● Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

● Managing People - Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

● Occasionally required to stand

● Occasionally required to walk

● Occasionally required to sit

● Frequently required to utilize hand and finger dexterity

● Continually required to talk or hear

● Requires transportation

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