Pandya Medical Center

Office Manager

Pandya Medical Center, Duluth, GA, United States

Culture and Values:

At Pandya Medical Center, we believe in going above and beyond for every patient. Our team members are dedicated professionals who truly care about making a difference. We listen, understand, and treasure each personal story shared by our patients. Our commitment extends beyond our clinic walls, with active involvement in community health fairs and volunteering initiatives. We are a highly reputed medical practice in North Atlanta, offering strong growth opportunities and robust benefits for our employees. Be a part of our dynamic team and take your career to the next level with Pandya Medical Center!

The main goal of an office manager is to ensure that the office operates smoothly and efficiently. The office manager ensures the overall experience for patients is not compromised and we are providing the best service to our patients from scheduling, registration, patient care to check out.

Essential Duties and Responsibilities:

Administers office activities and services including the supervision of office staff to achieve maximum productivity and expense control.
Responsible for the financial performance of the revenue cycle
Supervision of patient scheduling, registration, and charge entry for Practice Location
Responsible for ensuring patient flow is not causing increased wait times and proactively responds with corrective actions to improve flow.
Ensures the communication about double book slots occurs every morning by 08:15 am.
Maintains inventory of supplies in the office to ensure the Practice location can function effectively and efficiently
Ensures all equipment at the Practice location is operating and functional.
Purchases and maintains office equipment and supplies.
Facilitating deliveries and monitoring shipments of supplies. This includes office, medical and supplement supplies.

Ensures all areas of the Practice are clean and maintains the aesthetic appeal designed. Areas include, lobby, reception area, nursing stations, exam rooms, offices, and breakroom.

Guarantees all invoices (not paid by credit card) are confirmed, verified, and delivered to the Director of Finance with required documentation.
Verifies credit card statements are confirmed, each line item is identified with appropriate description, location for allocation and sent to the Director of Finance by the end of each month.
Assist in developing, implementing, and maintaining office policies and procedures for the organization and location specific.
Participates in interviews, making the decision to hire, and coordinates the training new office staff, as needed, or required.
Responsible for the development and growth of subordinate staff and conducts performance reviews
Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent recurrences.
Ensures regulatory compliance with HIPAA

Ensures regulatory compliance with OSHA, labor laws, and other federal, state, and local regulations.
Coordinate’s location staff meetings for administrative and clinical staff as needed or required
Ensures staffing is appropriate for day-to-day operations
Coordinates delivery of office services with other departments.
Maintains attendance records and staff requests for time off.
Ensures daily that all hours worked are entered accurately into timekeeping system by all subordinate staff.Time should be reconciled daily and reported weekly to Practice Administrator

Reports weekly (on Friday’s) to Practice Administrator on any discrepancies with time or time off request.
Responsible for managing schedulers on site and ensuring scheduling protocols are being used.
Ensures when a provider is out that all of their patient cases are addressed on a daily basis by a designated provider who is assigned to complete cases while the other provider is out.Manager will be responsible for coordinating this on a day-by-day basis
Coordinates with document shredding vendors to ensure bins are being picked up timely and are not overflowing with documents.
Coordinates with vendors for bio pick up to ensure timely pick up.
Coordinates with phlebotomists to ensure they are staffed accordingly each day and maintains open dialog with the manager of the phlebotomist.
Attend weekly meetings on Thursdays (or any other assigned day)
Manages subordinate staff in the day-to-day performance of their jobs.
Promotes excellent customer service by all levels of the staff
Provides constructive feedback to the Practice Administrator and/or Medical Director as needed.
Responsible to advise the medical Director of annual anniversaries for all providers so that reviews and discussions may happen in a timely manner
Assists in special projects
Traveling to other locations as needed

Knowledge, Skills, and Abilities:

Knowledge of all aspects of billing.
Ability to explain financial obligations to patients, Payment Plans, Explanation of Benefits, Patient Balances
Knowledge of regulations related to Medicare, Medicaid, and commercial insurance.
Ability to kindly explain new patient forms to patients
Human resources experience in hiring, supervision, and performance reviews
Knowledge of HIPAA and labor law
Strong customer service skills
Skill in writing policies and procedures
Skill in using healthcare software and computer systems
Knowledge of maintaining supplies and equipment for the medical setting.
Multitasking skills
Problem-solving skills
Professional communication and presentation skills, including face to face, email, telephone, and video conference.
Knowledge of continuous process improvement concepts and practices
Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels from child to senior citizen.
Ability to foster a strong Teamwork environment at all offices and amongst all staff
Strong attendance and punctuality
Good communication skills to be able to communicate with patients and staff, help with conflict resolution, relaying patient messages
Knowledge of customer service principles and techniques.
Knowledge of computerized scheduling systems.
Knowledge of common office computer programs; Word, Excel, Internet.
Skill in communicating effectively with patients, clinics, and coworkers.
Ability to multitask effectively.
Ability to communicate calmly and compassionately in a high-volume call center.
Adheres to all applicable HIPAA laws and the Pandya Medical Center Confidentiality Statement.
Must be able to work independently or as part of a team.Education and Experience Requirements:
Minimum High School Diploma
3+ years in a medical management office
Experience with EMR (electronic medical records), medical terminology
Previous experience in specific medical field preferred

Benefit Eligibility - After 90 day waiting period

Aetna Health insurance
Aetna Dental and Vision plans
Aflac Supplemental insurance plans
401K match plan with up to 4% by Pandya Medical Center
Paid Time Off

Job Type: Full-time, In Office

Salary Range: $60,000.00 - $72,000.00 per year