Office Manager

2 weeks ago

Bradenton, United States The Doctors Center Full time

We are looking for an experienced Medical Office Manager to run our medical facility in Bradenton, FL. You will be responsible for day-to-day operation, budgeting, and maintaining medical and staff records. As a Medical Office Manager, you should demonstrate excellent organizational skills and the ability to perform well in stressful situations. Our position requires knowledge of healthcare systems operations. Ultimately, you should be able to ensure steady workflows and uninterrupted service in our medical facility.

**Essential Duties and Responsibilities**
- Assist patients with their concerns and report any unresolved concerns to Management.
- Help identify issues with organizational structure and processes and contribute to overall improvements across all centers.
- Lead the process of recruiting, interviewing, selecting, evaluating, coaching, and training new team members.
- Manage Provider scheduling and cancellations, ensuring optimal services are rendered to all patients.
- Maintain effective communication with team members on changes and updates to Provider schedules.
- Coordinate activities such as patient recruitment events, holiday events, and other miscellaneous activities with the Community Outreach team.
- Supervise the patient registration process for accuracy including verification of insurance, waivers, assigned providers, etc.
- Supervise onboarding of new patients, including initial outreach, new patient forms, the orientation of the healthcare facility, requests for medical records, and patient feedback.
- Manage patient flow along with the Lead Medical Assistant.
- Oversee and maintain employee timecards, PTO requests, etc.
- Ensure compliance with all licensing, including local, State, and Federal regulatory agencies related to clinical services.
- Oversee morning clinical huddles and daily communications regarding patient care.
- Complete daily, weekly, and monthly reports on clinic key performance indicators.
- Conduct daily inspections of the facility.
- Supervise inventory of medical and office supplies and place orders as needed.
- Ensure that phones are answered in a professional and timely manner.
- Review patient experience surveys and develop corrective action plans as needed.
- Pull daily task reports (e.g., labs, referrals, documents, refill requests, telephonic encounters, answering service notifications, etc.) and follow up with team members on any open or unresolved tasks.
- Maintain a clean, organized, and safe environment. Report accidents, injuries, and illnesses within 24 hours of occurrence.
- Follow and enforce company policies and procedures. Lead by setting an example for all team members.
- Protect the organization’s values and principles by keeping information confidential and current.
- Lead by example and champion the company’s vision, mission, and values.
- Additional duties as assigned by management.

**Qualifications/Education**
- BS degree in Healthcare Administration, Business, or relevant field preferred.
- 5+ years of proven work experience as a Medical Office Manager (Primary Care is highly preferred).
- Proficient in using Electronic Medical Records (EMR). Experience in Athenahealth is preferred.
- Proficient in Microsoft Office 365 (Outlook, PowerPoint, Excel, Word).
- Knowledge of medical issues and terminology.
- Excellent verbal and written communication.
- Understanding of and adherence to the expectations under CMS Fraud/Waste Abuse, OSHA, and HIPAA.
- Must be able to accommodate a flexible schedule, with the ability to work on weekends when necessary.
- Ability to learn new procedures and adapt quickly to change.
- Excellent organizational and time-management skills.
- Promote innovation, motivate others, and be a team player.
- Ability to multi-task and perform well in stressful situations while in a fast-paced environment.
- Bilingual in English and Spanish is a plus.

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