CLEAR CHOICE DERMATOLOGY LLC
Office Manager
CLEAR CHOICE DERMATOLOGY LLC, Madras, Oregon, United States, 97741
Job Type
Full-time
Description
Summary
The Office Manager plays an essential role in the practice. He/she is responsible for managing administrative and clinical staff and oversee office flow and patient flow as well as ensuring that day to day operations run smoothly by developing systems and procedures to ensure optimal efficiency, ensuring that the employees have adequate training, resources, and support, and that the patient's needs are being met.
The Office Manager is responsible for managing the overall compliance and certification programs, information technology, and building maintenance. Strong organization and communication skills are imperative to the success of this position.
Supervisory Responsibilities
Manages the activities of all administrative and clinical staff at assigned Locations. Work and cover for the Office Managers at the other locations as needed.
Overseeing the work of all office employees to ensure they work productively and meet deadlines and company standardsCounseling any employees struggling in their rolesAnswering telephone calls and emails from customers and clients and directing them to relevant staffCreating an office budget and ensuring all employees follow itMonitoring office supplies and ordering new stationery, furniture, appliances and electronics as requiredInterviewing and training new office employees and organizing their employment paperworkOrganizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working orderReporting office progress to senior management and working with them to improve office operations and proceduresEssential Duties and Responsibilities
Administrative Management - Collaborate with Front Desk Lead
Supervise daily work of Front Office and Billing OfficeDelegate tasksDevelop and assign projects.Work with Credentialling team to assure Physicians and Physician Assistants are Credentials with all insurance plans.Maintains schedule to assure coverage for all providers and staffClinical Management - Collaborate with MA Lead and Clinical Coordinator
Supervise daily work of Medical Assists/Nurse and Physician AssistantsDelegate tasksDevelop and assign projectsMaintains schedule to assure coverage for all providers and clinical staffWork closely with the MA leads at the locations to assure proper workflow and completion of tasksTime Management - Collaborate with Practice Manager/Administrator
Assists the physician(s) with office/personnel matters. Inform physician(s) of:CommitmentsMeetingsSeminarsCME Requirements and Course SchedulesOffice/patient appointmentsHospital obligationsDepositions/court appearancesOther as requiredWhen necessary acts as a liaison between the physician(s) and:ManagementPharmaceutical RepsSales people (software vendors, advertising sales etc.)ContractorsPatientsOther physician(s)Other as requiredAssists the physician(s) with personal matters as deemed appropriateAssists the physician(s) in any areas to optimize his/her timePerforms legal or professional correspondence as necessaryReviews current procedures and identifies ways to improve accuracy and efficiencySet goals for staff and work with Practice Manager and leads to develop KPIHolds regular meetings with staff and Management to determine practice needsConduct and attend Front Office, Back Office and General Staff Meetings (Document Agenda and meeting minutes). Holds regular meetings with office staff to assure optimal medical care.Hires and trains staff as neededPerforms 90 days, quarterly and annual employee evaluations and as needed.Schedules regular in-service training programs to keep staff currentPractice Enhancement Marketing - Collaborate with Marketing Coordinator
Work with our Marketing Coordinator for the marketing and public relations of your practice (s)Responsible for assuring good patient relations:Written communicationTimely responses to patient complaintsAdequate/consistent policies are in placeMonitoring staff and patient satisfaction surveysSending thank you notes for patient to patient referralsFinancial Management - Collaborate with Practice Manager and Accountant.
Daily deposit reconciliation and weekly deposits/ reportsComplete credit card purchases report weekly and monthly- CME/Travel Reimbursement reconciliationMaintains a system for accounts payableSupervise that all incoming bills are paid bimonthly and others as neededIssue patient and insurance refunds as requiredPrepares end-of-the-month and quarterly reports- Work with Billing ManagerGenerates accounts receivable reportsGenerates monthly aging of account reportsGenerates other financial reports as requiredKeeps physician(s) aware of office activity and statisticsMonthly reports of collections vs. services renderedNumber of patients seen (New vs. Existing)Percent of Insurance vs. Self PayAny growth or declined patterns notedOther reports as requiredResponsible for minimizing office overhead expenses according to acceptable area/specialty averageMinimize office wasteInventory control systemControl personnel waste as requiredResponsible for verifying daily deposit of moniesMonitor service chargesHuman Resources - Collaborate with Human Resources Manager
Interview, and trains personnel as required to assure efficient and effective office workflow.Track employee's time and attendanceProcess Time off RequestsProduce detailed employee reviewsConduct evaluation and training schedule for new hiresMaintains a personnel file on each employee including:Employment Application or ResumeOffer Letter and Signed Contract (if applicable)Policy Manual Acknowledgment LetterPerformance Review Data/FormsFluctuating Work Week Letter (if applicable)Copies of Training Certificates, Licenses etc.Proof of vaccinations (if applicable)CPR Certification (if applicable)Copies of W-2's and other Tax PaperworkCopies of incident reportsResponsible for managing the work scheduleEnsuring that all shifts are coveredScheduling vacationsCovering positions when employees are outResponsible for holding weekly staff meetingsResponsible for rectifying all personnel problems as they relate to office efficiency, performance, and effectivenessFoster teamwork, coach employees and promote good willRegulatory Responsibilities - Collaborate with Compliance Officer (OSHA and HIPPA)
Understand and Implement State and Federal Employment Regulations Maintain OSHA standardsMaintain HIPAA complianceMaintain employee recordsHave a clear understanding of Risk ManagementResponsible for having an appropriate OSHA plan. The plan should include:Blood-borne pathogen programHazardous chemical communication planBiohazardous waste tracking and disposal planLaboratory planResponsible for maintaining manuals and written materials as required by Federal and/or state planResponsible for scheduling employee in-service meetings to familiarize staff of mandated OSHA informationResponsible for assuring The Guard training is up to date with compliance requirements and staff trainingResponsible for assuring physical plan complianceBiohazard signageLabEyewash stationResponsible for ensuring that the office maintains the appropriate inventory of universal safety precaution items (e.g., gloves, masks, gowns, eye shields, etc.)Responsible for assuring proper waste of biohazardous materialsSharpsContaminated suppliesChemicalsOtherResponsible for keeping up-to-date on the provisions of OSHA as appropriateMedical Records Activity - Collaborate with Practice Manager
Responsible for maintaining a current, accurate medical record systemResponsible for assuring accurate and timely entries of pertinent medical information on all patients:Phone messages by patientsReports from outside facilitiesReferral LettersProgress notesOperative ReportsRefills/prescriptionsNo Shows/cancellationsOther as requiredResponsible for supervising all transcription activities, whether, in-house or out-of-houseAssures qualityAssures confidentiality of informationAssures timelinessResponsible for maintaining a policy to assure confidentiality of Medical Records and Private Health Information to include:A Notice of Privacy Practices that is readily available for patients to reviewA policy for release of medical informationRecord storageRecord destructionPersonnel education on ethics and professionalism regarding record maintenanceAny other activities as deemed necessary to maintain the integrity of the systemEnvironmental Management - Collaborate with Practice Manager/Landlords
Responsible for the proper maintenance and functioning of the physical officeJanitorial servicesLandscaping servicesPest Control servicesRepairs/other maintenanceGarbageUtilitiesAssures adequate insurance, proper permits and occupational licenses are maintained and up to date including;Liability/accidentContents/structureAccounts receivableMedical Records/Important papersDown time insurance (office closed due to fire, structural damage)Other as necessaryTroubleshoot computer problemsManage office environmentOrganize repair workInformation Technology - Collaborate with IT Manager
Responsible for management of office computer equipment, network, and Internet serviceEnsures that servers are operating efficiently and data is being backed upAssure practice Web site information for location is accurateEnsures data security and compliance per HIPAA standardsPerforms any and all other duties which may be required to assure proper administration and management of the practice
Requirements
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Bachelor's degree (B. A.) from a four-year college or university; or 5 to 10 years related experience and/or training; or equivalent combination of education and experience.Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.Computer Skills: To perform this job successfully, an individual should have knowledge of Accounting software; Contact Management systems; Database software; Human Resource systems; Internet software; Inventory software; Spreadsheet software and Word Processing software.Other Skills and Abilities: Must have a positive outlook and have the ability to interact with a diverse group of people.
Full-time
Description
Summary
The Office Manager plays an essential role in the practice. He/she is responsible for managing administrative and clinical staff and oversee office flow and patient flow as well as ensuring that day to day operations run smoothly by developing systems and procedures to ensure optimal efficiency, ensuring that the employees have adequate training, resources, and support, and that the patient's needs are being met.
The Office Manager is responsible for managing the overall compliance and certification programs, information technology, and building maintenance. Strong organization and communication skills are imperative to the success of this position.
Supervisory Responsibilities
Manages the activities of all administrative and clinical staff at assigned Locations. Work and cover for the Office Managers at the other locations as needed.
Overseeing the work of all office employees to ensure they work productively and meet deadlines and company standardsCounseling any employees struggling in their rolesAnswering telephone calls and emails from customers and clients and directing them to relevant staffCreating an office budget and ensuring all employees follow itMonitoring office supplies and ordering new stationery, furniture, appliances and electronics as requiredInterviewing and training new office employees and organizing their employment paperworkOrganizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working orderReporting office progress to senior management and working with them to improve office operations and proceduresEssential Duties and Responsibilities
Administrative Management - Collaborate with Front Desk Lead
Supervise daily work of Front Office and Billing OfficeDelegate tasksDevelop and assign projects.Work with Credentialling team to assure Physicians and Physician Assistants are Credentials with all insurance plans.Maintains schedule to assure coverage for all providers and staffClinical Management - Collaborate with MA Lead and Clinical Coordinator
Supervise daily work of Medical Assists/Nurse and Physician AssistantsDelegate tasksDevelop and assign projectsMaintains schedule to assure coverage for all providers and clinical staffWork closely with the MA leads at the locations to assure proper workflow and completion of tasksTime Management - Collaborate with Practice Manager/Administrator
Assists the physician(s) with office/personnel matters. Inform physician(s) of:CommitmentsMeetingsSeminarsCME Requirements and Course SchedulesOffice/patient appointmentsHospital obligationsDepositions/court appearancesOther as requiredWhen necessary acts as a liaison between the physician(s) and:ManagementPharmaceutical RepsSales people (software vendors, advertising sales etc.)ContractorsPatientsOther physician(s)Other as requiredAssists the physician(s) with personal matters as deemed appropriateAssists the physician(s) in any areas to optimize his/her timePerforms legal or professional correspondence as necessaryReviews current procedures and identifies ways to improve accuracy and efficiencySet goals for staff and work with Practice Manager and leads to develop KPIHolds regular meetings with staff and Management to determine practice needsConduct and attend Front Office, Back Office and General Staff Meetings (Document Agenda and meeting minutes). Holds regular meetings with office staff to assure optimal medical care.Hires and trains staff as neededPerforms 90 days, quarterly and annual employee evaluations and as needed.Schedules regular in-service training programs to keep staff currentPractice Enhancement Marketing - Collaborate with Marketing Coordinator
Work with our Marketing Coordinator for the marketing and public relations of your practice (s)Responsible for assuring good patient relations:Written communicationTimely responses to patient complaintsAdequate/consistent policies are in placeMonitoring staff and patient satisfaction surveysSending thank you notes for patient to patient referralsFinancial Management - Collaborate with Practice Manager and Accountant.
Daily deposit reconciliation and weekly deposits/ reportsComplete credit card purchases report weekly and monthly- CME/Travel Reimbursement reconciliationMaintains a system for accounts payableSupervise that all incoming bills are paid bimonthly and others as neededIssue patient and insurance refunds as requiredPrepares end-of-the-month and quarterly reports- Work with Billing ManagerGenerates accounts receivable reportsGenerates monthly aging of account reportsGenerates other financial reports as requiredKeeps physician(s) aware of office activity and statisticsMonthly reports of collections vs. services renderedNumber of patients seen (New vs. Existing)Percent of Insurance vs. Self PayAny growth or declined patterns notedOther reports as requiredResponsible for minimizing office overhead expenses according to acceptable area/specialty averageMinimize office wasteInventory control systemControl personnel waste as requiredResponsible for verifying daily deposit of moniesMonitor service chargesHuman Resources - Collaborate with Human Resources Manager
Interview, and trains personnel as required to assure efficient and effective office workflow.Track employee's time and attendanceProcess Time off RequestsProduce detailed employee reviewsConduct evaluation and training schedule for new hiresMaintains a personnel file on each employee including:Employment Application or ResumeOffer Letter and Signed Contract (if applicable)Policy Manual Acknowledgment LetterPerformance Review Data/FormsFluctuating Work Week Letter (if applicable)Copies of Training Certificates, Licenses etc.Proof of vaccinations (if applicable)CPR Certification (if applicable)Copies of W-2's and other Tax PaperworkCopies of incident reportsResponsible for managing the work scheduleEnsuring that all shifts are coveredScheduling vacationsCovering positions when employees are outResponsible for holding weekly staff meetingsResponsible for rectifying all personnel problems as they relate to office efficiency, performance, and effectivenessFoster teamwork, coach employees and promote good willRegulatory Responsibilities - Collaborate with Compliance Officer (OSHA and HIPPA)
Understand and Implement State and Federal Employment Regulations Maintain OSHA standardsMaintain HIPAA complianceMaintain employee recordsHave a clear understanding of Risk ManagementResponsible for having an appropriate OSHA plan. The plan should include:Blood-borne pathogen programHazardous chemical communication planBiohazardous waste tracking and disposal planLaboratory planResponsible for maintaining manuals and written materials as required by Federal and/or state planResponsible for scheduling employee in-service meetings to familiarize staff of mandated OSHA informationResponsible for assuring The Guard training is up to date with compliance requirements and staff trainingResponsible for assuring physical plan complianceBiohazard signageLabEyewash stationResponsible for ensuring that the office maintains the appropriate inventory of universal safety precaution items (e.g., gloves, masks, gowns, eye shields, etc.)Responsible for assuring proper waste of biohazardous materialsSharpsContaminated suppliesChemicalsOtherResponsible for keeping up-to-date on the provisions of OSHA as appropriateMedical Records Activity - Collaborate with Practice Manager
Responsible for maintaining a current, accurate medical record systemResponsible for assuring accurate and timely entries of pertinent medical information on all patients:Phone messages by patientsReports from outside facilitiesReferral LettersProgress notesOperative ReportsRefills/prescriptionsNo Shows/cancellationsOther as requiredResponsible for supervising all transcription activities, whether, in-house or out-of-houseAssures qualityAssures confidentiality of informationAssures timelinessResponsible for maintaining a policy to assure confidentiality of Medical Records and Private Health Information to include:A Notice of Privacy Practices that is readily available for patients to reviewA policy for release of medical informationRecord storageRecord destructionPersonnel education on ethics and professionalism regarding record maintenanceAny other activities as deemed necessary to maintain the integrity of the systemEnvironmental Management - Collaborate with Practice Manager/Landlords
Responsible for the proper maintenance and functioning of the physical officeJanitorial servicesLandscaping servicesPest Control servicesRepairs/other maintenanceGarbageUtilitiesAssures adequate insurance, proper permits and occupational licenses are maintained and up to date including;Liability/accidentContents/structureAccounts receivableMedical Records/Important papersDown time insurance (office closed due to fire, structural damage)Other as necessaryTroubleshoot computer problemsManage office environmentOrganize repair workInformation Technology - Collaborate with IT Manager
Responsible for management of office computer equipment, network, and Internet serviceEnsures that servers are operating efficiently and data is being backed upAssure practice Web site information for location is accurateEnsures data security and compliance per HIPAA standardsPerforms any and all other duties which may be required to assure proper administration and management of the practice
Requirements
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Bachelor's degree (B. A.) from a four-year college or university; or 5 to 10 years related experience and/or training; or equivalent combination of education and experience.Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.Computer Skills: To perform this job successfully, an individual should have knowledge of Accounting software; Contact Management systems; Database software; Human Resource systems; Internet software; Inventory software; Spreadsheet software and Word Processing software.Other Skills and Abilities: Must have a positive outlook and have the ability to interact with a diverse group of people.