Clinical Office Manager

3 weeks ago

Pharr, Texas, United States MyCare Medical Group Full time
Job Summary

As a key member of the MyCare Medical Group team, the Office Manager plays a vital role in ensuring the smooth operation of our medical offices. Reporting to the Area Director, this individual will oversee the day-to-day activities of the office, including financial management, employee/patient relations, customer service, training and education, facilities management, timesheet management, and site performance reports.

Key Responsibilities
  • Oversee staff and daily operations of the office, delegating and assigning tasks as necessary
  • Assist in the management of the office budget, monitoring and controlling office expenditures, and staff overtime
  • Monitor key performance indicators (KPIs) and prepare office management reports, including patient lists, provider panels, profit and loss, budget, utilization, quality measures, STARS/HEDIS, etc.
  • Conduct monthly metric reviews of hospital admissions, readmissions, medical expenses related to patient care, membership growth, financial performance, quality of care, and patient experience
  • Implement procedures to improve office performance, minimizing patient cancelations, staff turnover, and utilization
  • Partner with providers to maintain orderly and efficient workflows in the office
  • Lead daily huddles to discuss daily schedules, patient metrics, office performance, successes, recognition, and areas of opportunity
  • Hold regular coaching sessions and annual performance reviews with direct reports
  • Responsible for implementing procedures to achieve performance goals, including 90% fulfillment on all office operational objectives
  • Stay abreast of company positions on Medicare Advantage, office management, business model, compliance, communication, and technology
  • Conduct office-level new hire training and onboarding, including office management training, adherence to company policies and procedures, and compliance with company technology and communications protocols
  • Manage all office aspects of new patient process with cross-functional teams, including office touring, patient portal registration, management of new patient paperwork, and coordination of medical referrals from the medical office
  • Maintain and keep track of office supplies, manage inventory, and carry out all purchase orders and supply request processing
  • Coordinate and manage office staff's scheduling and timesheets for payroll
  • Implement employee/patient incident reporting procedures as necessary and assist Area Managers with incident management
  • Manage and resolve patient/caretaker complaints and concerns
  • Escalate office issues and concerns timely and appropriately as necessary
  • Determine and justify needs for systems, equipment, and capital purchases
  • Monitor use, inventory, maintenance, and proper working condition of clinical devices
  • Assure office readiness for regulatory visits, addressing and responding to site inspections, audits, and surveys, including OSHA, CLIA, and program assessment
  • Oversee management and training of office's emergency response processes
  • Maintain client and employee privacy in accordance with MyCare policy and HIPAA regulations
  • Maintain a positive atmosphere and working environment, effectively monitoring morale and creating a dynamic patient-centric and servant culture
  • Support providers and office staff as needed
Requirements
  • High School Diploma
  • Minimum of 2 years administrative or managerial experience in a medical setting
  • CPR & BLS Certifications/Re-certifications, Certified Medical Assistant
  • EHR experience required
  • HEDIS experience is preferred
  • Experience with managed care is preferred
  • Effective oral and written communication skills
  • Microsoft Office applications
  • Ability to handle multiple competing priorities simultaneously
  • Strong organizational skills
  • Ability to think independently and demonstrate good problem-solving skills
  • Ability to work in a team environment and to collaborate with a variety of internal and external contacts in a positive manner
  • Must have primary care office & Medicare Advantage experience
Benefits
  • Comprehensive benefits package, including Health, Vision, Dental, and Life insurances
  • FSA and Life Assistance Program (EAP)
  • 401(k) Retirement Plan
  • Health Advocacy, Travel Assistance, and My Secure Advantage
  • PTO Accrual and Holidays

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