Office Manager

Job Summary

Responsibilities

• Oversees staff and daily operations of their office; delegates and assigns tasks as necessary.
• Assists in the management of office budget, monitors and controls office expenditures, and staff overtime.
• Monitors key performance indicators (KPIs) and prepares office management reports.
• Conducts monthly metric review of hospital admissions, readmissions, medical expenses related to patient care, membership growth, financial performance, quality of care, and patient experience.
• Implements procedures to improve office performance (e.g., minimize patient cancelations, minimize staff turnover, decrease utilization).
• Partners with providers to maintain orderly and efficient workflows in the office.
• Leads daily huddles to discuss daily schedules, patient metrics, office performance, successes, recognition, and other areas of opportunity.
• Holds regular coaching sessions and annual performance reviews with direct reports.
• Responsible for implementing procedures to achieve performance goals including 90% fulfillment on all office operational objectives.
• Stays abreast of company's positions on Medicare Advantage, office management, business model, compliance, communication, and technology.
• Conducts office-level new hire training and onboarding, including office management training, adherence to company policies and procedures, and compliance to company technology and communications protocols.
• Manages all office aspects of new patient process with cross-functional teams, including office touring, patient portal registration, management of new patient paperwork, and coordination of medical referrals from the medical office.

Additional Responsibilities

• Maintains and keeps track of office supplies, manages inventory, and carries out all purchase orders and supply request processing.
• Coordinates and manages office staff's scheduling and timesheets for payroll.
• Implements employee/patient incident reporting procedures as necessary and assists Area Managers with incident management.
• Manages and resolves patient/caretaker complaints and concerns.
• Escalates office issues and concerns timely and appropriately as necessary.
• Determines and justifies needs for systems, equipment, and capital purchases.
• Monitors use, inventory, maintenance and proper working condition of clinical devices.
• Assures office readiness for regulatory visits; addresses and responds to site inspections, audits, and surveys including OSHA, CLIA, and program assessment.
• Oversees management and training of office's emergency response processes.
• Maintains client and employee privacy in accordance with MyCare policy and HIPPA regulations.
• Maintains a positive atmosphere and working environment; effectively monitors morale and creates a dynamic patient-centric and servant culture.
• Supports providers and office staff as needed.

Qualifications

• High School Diploma.
• Minimum of 2 years administrative or managerial experience in a medical setting.
• CPR & BLS Certifications/Re-certifications, Certified Medical Assistant.
• EHR experience required.
• HEDIS experience is preferred.
• Experience with managed care is preferred.
• Effective oral and written communication skills.
• Microsoft Office applications.
• Ability to handle multiple competing priorities simultaneously.
• Strong organizational skills.
• Ability to think independently and demonstrate good problem-solving skills.
• Ability to work in a team environment and to collaborate with a variety of internal and external contacts in a positive manner.

Additional Qualifications

• Must have primary care office & Medicare Advantage experience.

Benefits

• Comprehensive benefits package, including Health, Vision, Dental, and Life insurances.
• FSA and Life Assistance Program (EAP).
• 401(k) Retirement Plan.
• Health Advocacy, Travel Assistance, and My Secure Advantage.
• PTO Accrual and Holidays.