Office Management Specialist

2 days ago


Fayetteville, North Carolina, United States A Brighter Future Healthcare Services Full time

Job Title: Office Management Specialist

Location: A Brighter Future Healthcare Services, Inc.

Estimated Salary: $80,000 - $105,000 per year

The Office Manager plays a critical role in ensuring the smooth operation of our family practice, focusing on administrative functions, patient care, and regulatory compliance. Key responsibilities include managing staff, handling finances, and maintaining a positive work environment.

Key Responsibilities:

  • Staff Management:
    • Supervision: Oversee 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.
    • Policy Development: Develop, implement, and update office policies and procedures to ensure compliance with healthcare regulations and improve efficiency.
  • Financial Management:
    • Billing and Coding: Oversee 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.
    • Accounting: Oversee accounts payable and receivable, ensuring timely payments and collections. Coordinate with external accountants for financial reporting and tax preparation.
  • Patient Relations:
    • Customer Service: Ensure high patient satisfaction by addressing complaints, resolving conflicts, and implementing service improvements.
    • Communication: Maintain open communication with patients regarding appointments, billing issues, and practice policies. Ensure patient inquiries are handled promptly and professionally.
  • 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.
  • 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 procurement and inventory of office supplies and medical equipment. Ensure supplies are adequately stocked and equipment is properly maintained.
    • Facilities Management: Ensure the office environment is clean, safe, and welcoming. Coordinate with building management for maintenance and repairs.
  • Compliance and Risk Management:
    • Regulations: Ensure 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: Bachelors degree in healthcare administration, business administration, or a related field. Masters 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


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