Clinic Office Manager

SUMMARY OF POSITION: 

The Office Manager position is responsible for all aspects of running the lab or clinic location regarding achievement of organizational objectives, patient care, customer satisfaction, cost management, scheduling, employee supervision and training, office management and compliance. This position reports to the medical operations manager and focuses on successful day-to-day operations.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Responsible for clinic performance towards corporate specified goals

·         Responsible for maintaining the office and staff at the highest standards of professionalism, cleanliness, and customer support.

·         Supervises, trains and coaches’ office staff to ensure excellence in patient and customer care and proper support to the medical provider.

·         Conducts performance reviews for staff under their supervision.   

·         Review and approve PTO requests for scheduling conflicts and provides initial approval/disapproval decision.

·         Performs direct clinical work which may include but is not limited to phlebotomy, triage, check in / out services, patient scheduling, occupational testing, and all other services offered.

·         Ensures that office procedures, protocols and healthcare compliance are performed consistently and on a regular basis.

·         Ensures new employees are trained in all aspects of the office and set up in all systems to begin work.

·         Ensure that employees are trained and equipped to function in their positions and provide excellence in patient care.

·         Ensure that clinical and administrative staff are welcoming and caring, showing pride in providing the “best” in patient care and team approach.

·         Oversees the billing process, weekly bank deposits, daily balancing, and monthly reporting.

·         Address patient issues or complaints promptly and effectively and follow-up with the patient to ensure patient satisfaction.

·         Conducts in-house services and procedures, i.e., drug screens, vitals, EHR, EKG, phlebotomy, audios, PFT’s injections, vaccines, DOT Program, etc.

·         Process lab work and specimens accurately and report on the same in a timely manner.

·         Attend monthly meetings with corporate staff and facilitate communication by sharing all updates and changes learned from corporate with the branch through a regular monthly meeting. Develop and maintain methods of communication within the office to create a sense of “team” throughout the clinic.

·         Ensure all OSHA, Safety and Healthcare Practices and Protocols, State Medical regulations and HIPAA guidelines are maintained within the office.

·         Maintain office equipment and supplies.

·         Ensure that the office is clean and maintained.

·         Maintain a positive perception of the office while training the staff to do the same.

·         Operate as a liaison between the clinic and the corporate office.

·         Assist HR with ensuring that all staff licenses are maintained as required.

·         Ensure office coverage and opening and closing procedures.

·         Identify and submit ideas for improvement.

·         All other duties as assigned.

Supervisory/Work Responsibilities:

Responsible for supervising and training assigned office staff.  Approachable nature with administrative and Clinical Staff.

Position Type and Expected Work Hours:

This is a full-time position. Days and hours of work are Monday through Friday 8am to 4pm but may require hours outside of these times as business and patient needs dictate.

Travel:

Occasional travel to other clinic and lab locations to cover shifts.

QUALIFICATIONS:

·         Education:  High School diploma or equivalency required

·         Experience:  Two years’ experience in multi-site medical setting strongly preferred.

·         Certification/License:  CCMA Certification required

Work Authorization:

·         Must be US Citizen or otherwise authorized to work in the US.

Attire:

·         Blue scrubs

Abilities/Skills/Qualities

·         Must be fair and consistent and have a strong desire to help people.

·         Possess a strong commitment to excellence in patient care.

·         Possess high ethical standards carrying out responsibilities with integrity, honesty and loyalty.

·         Must be a leader, critical thinker and problem solver.

·         Have a sense of ownership.

·         Excellent time management skills.

·         Team player approach.

·         Ability to work independently and with a team.

·         Possess a strong desire to lead and drive success.

Physical Requirements:

·         Must be able to lift 20lbs.

·         Position requires standing, walking, squatting, and sitting at a desk for periods of time.