Office Manager - UT Physician Office Knoxville TN

University Physicians' Association is seeking qualified applicants for a full-time Office Manager for a UT Physician Office Practice, located in Knoxville, TN. This position will have the opportunity to lead the continued growth of a thriving medical practice as part of the University of Tennessee Medical Center system. Responsibilities include organizing and maintaining overall business office functions, such as scheduling, staffing, front office registration, back-office operations, order tracking, payroll, quality control, and verification of insurance.

Full benefit package available, including PTO, Sick Leave, Medical, Dental, Vision, STD, LTD, 401k Plan with immediate vesting and company match, Life Insurance, and more!

Hours of operations: Monday- Friday 8:00 AM to 4:30 PM

Job Knowledge

• Responds to administrative and technical questions demonstrating a level of expertise.

• Demonstrates ability to resolve complex issues. Shares knowledge with others in the health system.

• Seeks to educate and improve self or others to raise performance levels and/or quality of care.

• Recognizes and utilizes special skills of employees.

• Supports and contributes to ongoing performance improvement activities. Seeks out information and applies knowledge to specific actions in his/her own work area and in cross function areas.

• Remains current in the latest technologies, products, or trends in the field.

Leadership Responsibilities

• Ensures appropriate staffing levels by monitoring and controlling established staffing patterns.

• Supervises office staff in a professional manner, following department policies and procedures.

• Address inappropriate employee behavior in confidential and professional manner and plans corrective actions with follow up.

• Documents employee behaviors in writing, both positive and negative.

• Assists with performance evaluations and recommends performance increases, departmental hires, promotions, and disciplinary actions.

• Manages employee communications and training through established meeting schedules and huddles.

• Monitors error reports and provides ongoing feedback to employees regarding performance.

• Demonstrates cooperative attitude in willingness and ability to work with others.

• Demonstrates effectiveness in selecting employees, developing staff, and preparing employees for career advancement.

• Develops a culture that recognizes, rewards, and appreciates employees for achieving organizational goals and demonstrating UPA and UHS values. Acts as a role model and inspires others to respect one another by helping them to clearly understand how their behavior impacts others.

• Embraces, supports, and implements change initiatives.

System Support Responsibilities

• Assists Practice Administrator in tracking department costs/expenses to ensure adherence to budgetary targets.

• Prepares statistical information and reports for management.

• Benchmarks performance metrics against internal and external sources.

• Handles special projects as assigned, creates spreadsheets, charts, and creates correspondence, records, and notes.

• Communicates all pertinent issues to Practice Administrator in accurate and timely manner.

Compliance Responsibilities

• Communicates and applies policies and principles to solve everyday problems and deal with a variety of situations independently.

• Directs and coordinates daily data entry and daily audits to ensure accurate reporting of statistical data.

• Directly supervises all office functions, including scheduling and order management.

• Acts as on-site human resources representative, maintaining employee files and ensuring compliance with TOSHA, TJC and other licensure/regulatory requirements.

• Maintains medical records, ensures standards and security per UPA/UHS policy.

• Processes payroll in a timely and correct manner.

• Handles highly confidential information as well as handling a variety of matters involving contact with staff, physicians, and administrator.

GENERAL SUMMARY OF DUTIES: Responsible for directing, supervising, and coordinating staff and activities at physician office to provide quality, cost-effective care.

RESPONSIBILITIES

1) Ensure efficient clinic flow.

2) Responsible for weekly payroll and staff schedules.

3) Establishment, in conjunction with Administrator, office policies in accordance with established physician office and hospital standards.

4) Initial employee training, mandatory yearly training, and monitoring of job performance including annual performance reviews.

5) Review and monitor, in conjunction with Administrator, office financial performance including physician CME, reimbursements, and operating costs.

6) Work with Coder, Administrator, and the Central Billing Office to ensure appropriate reimbursement.

7) Coordinates activities with billing office to include demographics and insurance, patient balances, overdue accounts. Gain expertise in billing office functions as they relate to charge capture and overall patient flow.

8) Ensure proper resolution of all customer satisfaction issues related to clinic sites.

9) Liaison between practice providers and office employees and between practice and outside vendors / hospital.

10) Review and implement processes that align with our quality measures and department goals.

11) Facilitate credentialing information as needed.

12) Other Duties as assigned by the Practice Administrator.

Requirements

General Requirements

• Minimum two years of experience in a managerial role

• Prefer candidates with a bachelor's degree, or equivalent

Skills and abilities

• Knowledge of and ability to apply standard precautions and procedures.

• Knowledge of regulatory agency (JACHO, OSHA, CDC) guidelines/requirements.

• Ability to operate standard equipment.

Professionalism Interpersonal & Communication Skills

• Provides appropriate & concise written & verbal communication as well as nonverbal communication.

• Maintains patient satisfaction & responds promptly to patient care needs.

• Demonstrates accountability, commitment, sensitivity, & responsiveness to patients, staff, & in general business practices.

• Maintains positivity in the face of adversity.

• Demonstrates a high level of emotional intelligence.