Job Title

The Office Manager oversees the general operation of the Summit Healthcare Medical Associates (SHMA) physician practices. This position ensures adequate staffing of employees and optimal scheduling of patients. The Office Manager is in charge of supervising all clinic staff and attending to all patient inquiries and concerns. Essential Functions - Manages, coordinates, and directs the daily operations of the medical clinic. - Synchronizes daily scheduling of patients to optimize work flow and ensure each patient enough time for quality medical evaluation and treatment. - Estimates/anticipates staff scheduling needs; calculates necessary coverage while adhering to full time equivalent (FTE) guidelines and avoiding overtime. - Responds to all incoming requests (including phone, fax, e-mail, written correspondence, and walk-ins); monitors, resolves, and improves customer service issues. Handles all complaints that can be managed at the site level. - Communicates clear, understandable, and accurate information to patients regarding billing, insurance coverage, and available services and addressing any questions or concerns; schedules and administers regular patient satisfaction surveys and reports results to the Chief of Physician Services. - Compiles all daily records (medical and financial); scans and transmits to billing service at the end of each day. Maintains organized, accurate accounting of all monetary receipts, explanations of benefits (EOBs), medical services provided, and bank deposits. - Maintains employee timecards. - Collects and drops off mail daily; reviews and processes all incoming correspondence and follows up as necessary. - Sustains an organized, confidential, secure medical records database. - Maintains the overall safety of the site and compliance with regulatory standards of infection control. - Conducts annual and provisional employee evaluations and addresses concerns accordingly. - Oversees clerical functions (including scheduling, insurance verifications, collection, transcription, deliveries, and processing); orders office supplies and equipment. - Establishes and reviews policies and procedures for the clinic. - Establishes and answers to the budgets for assigned offices. - Gathers and measures statistical and financial data and reports findings to the Chief Financial Officer (CFO). - Develops and maintains relationships with area physicians, medical providers, and other medical facilities. Other Duties - Collaborates with marketing to develop and implement a marketing plan to increase clinic business and visibility within the community and adjacent communities. - Collaborates with and attends meetings for local organizations as required. - Participates in departmental and association wide informational meetings and in-services, including staff meetings, association wide forums, and seminars. - Reviews department and association wide policies and procedures annually. Develops and maintains new policies and procedures as needed. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Abilities - This position requires knowledge of clinical office equipment (including the nurse call system, telephone system, fax machine, copy machine, computer, and commonly used hospital programs) as well as excellent computer, communication, critical thinking, problem solving, leadership, supervisory, interpersonal skills, basic math skills, and the ability to exercise independent judgment. - This position also requires knowledge of hospital equipment and programs, including all Hospital Information Systems and department specific equipment. - Must read, write, speak, and understand English. Supervisory Responsibilities - Job includes full supervisory responsibilities such as: providing daily work direction and employee scheduling; approval of absences or overtime; recommendations and/or approval regarding hiring, terminations, pay changes, or job changes. - Decisions are made within prescribed operating guidelines and hospital policy constraints. - Accountable for budgetary preparation/compliance. - Accountable for control of capital assets. - Partially accountable for long-range operational planning. - Partially accountable for long-range strategic planning. Work Environment At Summit Healthcare, our mission statement is that we are trusted to provide exceptional, compassionate care close to home. Our vision is to be the healthcare system of choice. To uphold our mission and vision statements, we expect all employees to practice SHINE Behavioral standards: - Always SHINE - show respect and be kind. - Always work together - we are on the same team. - Always serve others - no job is beneath you. - Always maintain high standards of quality and safety - best practice every time. - Always communicate clearly - be compassionate. - Always practice integrity - maintain confidentiality. - Always be accountable - take responsibility. - Always empower - create an environment of success. - Always excel - don't settle for mediocrity. - Always promote wellness - make choices for a healthy lifestyle. Physical Demands Exerts up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects. Physical demands are in excess of those of Sedentary work. Light work usually requires walking or standing to a significant degree. Worker is exposed to extensive computer work. Required Education and Experience - High School diploma or equivalent. - Two (2) years managerial or supervisory experience. - Medical terminology. - BLS CPR AED certification (within 30 days of hire). Preferred Education and Experience - Two (2) years' experience working in the healthcare field. - Knowledge of basic coding, e.g. ICD-10-CM, CPT. - Certified Medical Assistant certification. OSHA Exposure Category: Involves no regular exposure to blood, body fluids, or tissues, but may require unplanned tasks that involve exposure to blood, body fluids, or tissues. This is a safety sensitive position. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.