Office Manager

POSITION SUMMARY: 

The Office Manager exercises general supervision over office staff directing all areas of the Practice. Plans, organizes, and directs all aspects of the Practice including the administration of accounting, employee benefits, billing charge entry, internal controls, accounts payable, auditing of patient accounts, scheduling, admissions, medical records, human resources, and claims processing. 

The Office Manager provides compassionate, solution-focused, exceptional planning, prioritizing, and goal-setting abilities to achieve the best patient and practice outcome, accompanied by practical experience in providing patient-driven care and services. Professional and articulate, skilled in interacting with Physicians, nurses, and other healthcare professionals. Skilled in performing clerical and administrative activities including payroll, data entry and compliance.  

ESSENTIAL JOB FUNCTIONS: 

• Overall Responsibilities: 

• Manage and oversee daily operations of several practice locations. Ensure the practice is staffed appropriately, including resolving day-to-day issues that arise. 

• Responsibilities include front and back-office oversight, charge entry billing, human resources management, administration of biweekly payroll, accounts receivable, and training & development. 

• Works collaboratively with Align leadership, actively engaging and participating in one-on-one and group meetings. Timely reporting of practice updates and metrics to leadership. 

• Management & Leadership: 

• Directly supervises and coaches employees within the practice. Evaluates employee performance and recommends merit increases, promotions, and performance management. 

• Performs 90-day and annual performance reviews timely. 

• Conducts interviews and effectively onboards and trains new hires. 

• Holds regular staff meetings for communication and training purposes. Main communicator within the practice with physicians, audiologists, mid-levels and employees.  

• Identifies opportunities to improve performance. 

• Finance & Billing: 

• Manage day to day finances of practice operations. 

• Prepares month end closing responsibilities, in conjunction with Finance and CBO team.  

• Provide timely reporting Accounts Receivable (A/R) to accounting department. 

• Oversees the billing office and resolves difficult payment and associated business office issues, including auditing accounts. 

• Interprets and enforces third party payer rules and regulations, including Medicare requirements. 

• Updates the patient accounts record to identify actions taken on the account. 

• Works with existing policies on negotiation of payment plans on self-pay. 

• Perform weekly and monthly reviews and turnovers of aged accounts to a collection agency for 1st placements and bad debt. 

• Compliance & Processes: 

• Maintain compliance in areas such as OSHA, HIPAA, coding issues, updating, and developing relevant Policies & Procedures. 

• Ensures that the practice staff follow office policies and procedures, adheres to and enforces regulatory requirements to include, but not limited to, quality improvement, safety, environmental and infection control. 

• Maintains knowledge of and complies with established policies and procedures. 

• Initiates and answers pertinent correspondence in a timely manner. Prepares and writes reports. Maintains required records and files. 

• Establishes and monitors internal controls and best practices in ENT practice management. 

• Performs provider credentialing for new providers and tracking of license renewals. 

• Oversight of office supply and purchasing inventory. 

• Other duties as assigned. 

QUALIFICATIONS: 

• Bachelor’s degree in business or related business experience. 

• Three years of management experience required, including in physician practice management. Otolaryngology/ENT & Allergy practice experience is a huge plus. 

• Thorough understanding of insurance, billing, and revenue cycle management.  

• Knowledge of governmental regulations. 

• Maintains a high level of proficiency in computer applications. 

• Skills in exercising a high degree of initiative, judgment, discretion and decision-making to achieve organizational objectives. 

• Skills in establishing and maintaining effective working relationships with patients, staff, and providers. 

• Experience with EMR systems, and/or ability to learn and master the practice’s scheduling system.   

• Must be proficient in Microsoft Office Suite, including Outlook, Word, and Excel. 

• Strong background with experience in physician office billing systems, electronic medical records (EMR), accounts payable, and front and clinical office operations. 

OTHER REQUIRED SKILLS  

• Possesses a strong customer/patient service focus 

• Superior interpersonal and communications skills 

• Decisive leadership with above-average judgment. Knows when to ask for help or escalate concerns. 

• Excellent organizational skills and ability to multitask. 

• Able to generate, maintain and demonstrate a friendly, enthusiastic, and positive attitude. 

Benefits

Robust benefits package including health, dental, vision, 401k, and PTO.