Office Manager, SHMA St John's Clinic, Full Time

The following information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained. Essential functions may change based on organizational need.

General Position Summary:

Oversees the general operation of the Summit Healthcare Physician practices. Ensures adequate staffing of employees and optimal scheduling of patients. Supervise all clinic staff, and attend to all patient inquiries and concerns.

Essential Functions / Major Responsibilities:

·   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 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; Reports all survey results to 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, EOBs, medical services provided, and bank deposits.

·         Maintains employee timecards.

·   Collects and drop off mail from the Post Office daily; review and process all incoming correspondence and follow up as necessary.

·         Prepares daily deposits.

·         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 evaluation; Address 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.

·         Gathering of and measuring of statistical and financial data; reporting to CFO.

·      Develop and maintain relationships with area physicians, medical providers, and other medical facilities.

·   Displays proper etiquette and mannerisms that reflect the SHINE Behavior standards.

·         Promotes the Patient Safety Standards as a core value of the organization.

·         All other duties as assigned.

Secondary Functions:

·    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 when indicated.

·         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.

·         All other duties as assigned.

Additional / Seasonal Responsibilities:

·         None

Job Scope:

This job involves:

·         Recurring work situations with occasional variations from the norm.

·         A high level of complexity.

·         Typical operation from specific and definite directions and instructions.

·         Often responsible for developing new policies, processes, practices, programs, etc.

·         Performance of duties under little direction

Supervisory Responsibility:

·         Job includes full supervisory responsibilities such as:

o   Providing daily work direction and employee scheduling.

o   Approval of absences or overtime.

o   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.

Interpersonal Contacts:

Contacts:

·         Are normally made with others both inside and outside the hospital.

·         Are made with own department as well as other departments or locations.

·       Frequently contain confidential/sensitive information necessitating discretion at all times.

·  May include discussing financial obligations with Community Clinic patients requiring diplomacy and discretion.

·         Are made via telephone, e-mail, and face-to-face interaction.

·         Includes contact with staff, patients, and physicians.

Specific Job Skills & Mental Activities:

This position requires operational knowledge of all equipment in the clinic, including: computer, printer, scanner, fax, copy machine, phone systems, time clock, credit card terminal, and computer programs (including Hospital Information Systems, MS Office, e-mail, intranet, internet, etc.).

This employee must be service oriented and have excellent customer service skills, leadership skills, computer skills, organizational skills, multitasking skills, professional interpersonal skills, time management skills, conflict-resolution skills, the ability to prioritize work, and telephone etiquette.

Must read, write, speak, and understand English.

Education and/or Experience:

·         High School diploma or equivalent (required).

·         Two years managerial or supervisory experience (required).

·         Medical terminology (required).

·         Two years’ experience working in health-care (preferred).

·         Knowledge of basic coding, i.e.: ICD-10-CM, CPT, (preferred).

Physical Demands & Job Conditions:

Exert 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. The worker is exposed to extensive close work, extensive computer work, and encounters with upset/disturbed individuals.

Physical motions include finger dexterity, standing, walking, stooping, talking, reaching, feeling, sitting, bending, kneeling, grasping, listening/hearing, handling, lifting up to 60 pounds, and repetitive motions of the hands, wrists, and feet.

This is a safety sensitive position.

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.