Office Manager

Office Manager Job Description

Job Description:

The Office Manager is responsible for day-to-day administrative operations of the clinic. Including but not limited to ensuring a safe working environment for patients, office, and clinical staff, and acts as a liaison facilitating effective communication between Executive Team and staff. Additionally, the office manager is instrumental in maintaining compliance with policies and procedures set forth by the corporation and external regulatory agencies (e.g., OSHA, CLIA, etc.). The Office Manager plays a key role in promoting vision and mission alignment and works cross-functionally with the Clinical Staff, Finance, Operations, and Human Resources. The Office Manager reports to the Chief Operations Officer and has direct supervisory responsibility for multiple job functions within the clinic (NOTE: Site Dependent).

Responsibilities

• Manages all staffing needs - screens all applicants, facilitates hiring of practice staff and conducts performance reviews.
• Assists with clinician recruitment as needed.
• Coordinates staff merit increases, promotions, and disciplinary actions.
• Reviews personnel problems with department superiors and/or COO.
• Consults with Director of Human Resource prior to termination of any employee.
• Monitors and approves staff time and attendance records.
• Manages and approves all time off while maintaining appropriate staffing levels.
• Ensures all job functions are filled by trained personnel during periods of absences, filling in when needed.
• Maintains high morale and good relations with all staff.
• Holds staff meetings at least monthly; prepares meeting minutes, and distributes them to staff, physician(s) and COO.
• Regularly disseminates relevant information from Executive Team to necessary staff.
• Supervises and coordinates activities of personnel, organizing and assigning duties as needed.

Qualifications and Experience:

• Bachelor’s degree from a four-year college or university; or a minimum of five years medical leadership experience and/or training in medical office management; or equivalent combination of education and experience.
• Excellent written and verbal communication skills.
• Professional demeanor that can represent the practice to patients, vendors, other practices, hospitals, and other health care third parties.
• Experience supervising medical office staff.
• Knowledge of practice management/EHR applications, comfort using Microsoft Office and other web-based systems.
• Ability to problem solve and perform multiple/diverse tasks simultaneously.
• Solid understanding of scheduling efficiency and patient flow in a medical practice.
• Experience with fiscal management.
• A "can-do” attitude that shows initiative, teamwork, and willingness to adapt to change.
• Upholds a neat, professional environment.

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