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Administrative Operations Manager

2 months ago

Knoxville, Tennessee, United States University Physicians Association Full time
Job Overview

Position: Office Manager - University Women's Specialists

The University Physicians' Association is in search of a dedicated Office Manager to oversee the operational functions of our practice. This role is crucial in ensuring compliance with organizational policies and facilitating effective communication among team members regarding practice operations.

The Office Manager will be responsible for planning, organizing, and directing daily operations, which include staffing, enhancing practice growth, improving financial performance, and ensuring exceptional customer service.

Key Responsibilities

The Office Manager's duties encompass a variety of essential functions:

  • Patient Satisfaction
    Conduct quarterly reviews of patient satisfaction surveys to pinpoint areas needing improvement.
    Collaborate with physicians and staff to minimize patient wait times.
    Assist in resolving patient complaints effectively.
  • Accounts Payable
    Authorize all practice-related bills promptly and accurately.
    Ensure that practice expenditures remain within budgetary constraints.
  • Billing and Coding
    Supervise billing and accounts receivable operations.
    Act as the intermediary between physicians and the central billing office.
  • Scheduling and Templates
    Prepare provider schedules and templates.
    Coordinate daily staff schedules efficiently.
  • Payroll Management
    Submit bi-weekly employee adjustment logs and approve employee time records.
    Monitor practice overtime and submit physician sick and vacation time monthly.
  • Compliance and Risk Management
    Ensure adherence to all relevant federal, state, and local regulations.
    Conduct annual safety reviews and ensure all employees complete required training.
  • Personnel Management
    Oversee human resource activities and make hiring decisions.
    Provide training and orientation for new employees.
    Coordinate employee leave and supervise office staff professionally.
  • System Review
    Analyze practice systems to enhance efficiency and revenue.
    Conduct annual reviews of major systems to identify improvement opportunities.
Qualifications
  • Proficiency in Excel and spreadsheet applications.
  • Knowledge of patient billing processes is essential.
  • Prior experience in physician office management is required.
  • Experience in OB/GYN is advantageous.
  • Ability to analyze problems, gather data, and draw valid conclusions.