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Office Manager

1 month ago

Knoxville, United States UNIVERSITY PHYSICIANS ASSOC INC. Full time

University Physicians' Association is seeking qualified applicants for a full-time Office Manager for University Neurology, located in Knoxville, TN. This position will have the opportunity to lead the continued growth of a thriving medical oncology practice inside the Cancer Institute at the University of Tennessee Medical Center. Responsibilities include organizing and maintaining overall business office functions, such as scheduling, staffing, front office registration, back-office operations, order tracking, payroll, quality control, and verification of insurance. Knoxville is ideally located in beautiful East Tennessee in the foothills of the Great Smoky Mountains.

Full benefit package available, including PTO, Sick Leave, Medical, Dental, Vision, STD, LTD, 401k Plan with immediate vesting and company match, Life Insurance, and more

Hours of operations: 8:00 to 4:30 PM

Job Knowledge

  • Responds to administrative and technical questions demonstrating a high level of expertise.
  • Demonstrates ability to resolve complex issues. Considered an expert in a particular subject matter and shares that knowledge with others in the health system.
  • Seeks to educate and improve self or others to raise performance levels and/or quality of care.
  • Recognizes and utilizes special skills of employees.
  • Supports and contributes to ongoing performance improvement activities. Seeks out information and applies knowledge to specific actions in his/her own work area and in cross function areas.
  • Remains current in the latest technologies, products, or trends in the field.
Leadership Responsibilities
  • Ensures appropriate staffing levels by monitoring and controlling established staffing patterns.
  • Supervises office staff in a professional manner, following department policies and procedures.
  • Address inappropriate employee behavior in confidential and professional manner and plans corrective actions with follow up.
  • Documents employee behaviors in writing, both positive and negative.
  • Assists with performance evaluations and recommends performance increases, departmental hires, promotions, and disciplinary actions.
  • Serves as liaison for scheduling conflicts.
  • Manages employee communications and training through established meeting schedules and huddles.
  • Monitors error reports and provides ongoing feedback to employees regarding performance.
  • Demonstrates cooperative attitude in willingness and ability to work with others.
  • Demonstrates effectiveness in selecting employees, developing staff, and preparing employees for career advancement.
  • Inspires employees by providing guidance and is a role model in maximizing one's own or others' performance to consistently deliver a high level of performance.
  • Develops a culture that recognizes, rewards, and appreciates employees for achieving organizational goals and demonstrating UPA values. Acts as a role model and inspires others to respect one another by helping them to clearly understand how their behavior impacts others.
  • Looks for external events, which may have an impact on the organization, alerts management, and makes suggestions to plan for and act in anticipation of these events.
  • Embraces, supports, and implements change initiatives.
System Support Responsibilities
  • Assists Practice Administrator in tracking department costs/expenses to ensure adherence to budgetary targets.
  • Prepares statistical information and reports for management.
  • Benchmarks performance metrics against internal and external sources.
  • Handles special projects as assigned, creates spreadsheets, charts, and creates correspondence, records, and notes.
  • Communicates all pertinent issues to Practice Administrator in accurate and timely manner.
Compliance Responsibilities
  • Communicates and applies policies and principles to solve everyday problems and deal with a variety of situations independently.
  • Directs and coordinates daily data entry and daily audits to ensure accurate reporting of statistical data.
  • Serves as onsite resource for technology trouble shooting with business office equipment.
  • Directly supervises all office functions, including scheduling and order management.
  • Acts as on-site human resources representative, maintaining employee files and ensuring compliance with TOSHA, TJC and other licensure/regulatory requirements.
  • Maintains medical records, ensures standards and security per UPA policy.
  • Processes payroll in a timely and correct manner.
  • Handles highly confidential information as well as handling a variety of matters involving contact with staff, physicians, and administrator.
Requirements

General Requirements
  • Minimum two years of experience in a managerial role
  • Bachelor's degree or equivalent desired, but not required.
  • Neurology experience is a plus.
  • Previous experience with physician office management is required.
Skills and abilities
  • Knowledge of and ability to apply standard precautions and procedures.
  • Knowledge of medical terminology, anatomy and physiology, clinical medicine, and other medical specialties.
  • Knowledge of regulatory agency (JACHO, OSHA, CDC) guidelines/requirements.
  • Ability to operate standard equipment.
  • Knowledge/demonstration of counseling techniques.
Professionalism Interpersonal & Communication Skills
  • Creates & sustains therapeutic & ethical relationships with patients & health care team recognizing aspects of culture, age, gender & disability.
  • Exhibits nonverbal, listing, explanatory, questions, & writing skills.
  • Provides appropriate & concise written & verbal communication.
  • Maintains patient satisfaction & responds promptly to patient care needs.
  • Follows ethical principles regarding withholding clinical care, patient confidentiality, informed consent & unanticipated adverse outcomes.
  • Demonstrates accountability, commitment, sensitivity, & responsiveness to patients, staff, & in general business practices.
  • Maintains positivity in the face of adversity.
  • Demonstrates a high level of emotional intelligence.