Ambulatory Office Manager I

Ambulatory Office Manager I - Stony Brook Internists, UFPC

Location: East Setauket, NY

Schedule: Full time

Days/Hours: Monday - Friday; 8:30 AM - 5 PM  

Salary Range: $74,729 - $83,778 (pay will be determined based on experience, preferred qualifications, and education)

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee. 

SUMMARY: The Ambulatory Office Manager is responsible for coordinating the routine administrative needs of the Medical Practice and directs and supervises all office activities and clerical staff in coordination with the Department Administrator and/or Practice Manager. May also include procurement responsibilities as well as providing training, and support/troubleshoot IDX issues.

Job Duties & Essential Functions:

• Provide supervision for the clerical/administrative staff, to include organizing work assignments, problem solving, developing and assigning work schedules, handling time and attendance and approving PTO requests, productivity monitoring, evaluating performance, implementing performance improvement projects and counseling's, and maintaining payroll functions.
• Perform management duties to include participating in the hiring process, monitoring staff qualifications, staff orientation, and staff training including office procedures and HIPAA.
• Routinely conduct staff meetings to discuss operations, staff issues and patient satisfaction; review new policies and procedures; and share general information.
• Assist senior leadership with developing procedures for ongoing training and staff development, and monitor competence with new procedures.
• Work with senior leadership to troubleshoot issues as they arise.
• Maintain appropriate records, required documentation, and employee files, including credentialing (if applicable) and licensure documentation and staff mandates such as annual physicals, BLS, AED, age specific competencies, evaluations, orientations and ID badges, etc.
• In conjunction with senior leadership, troubleshoot and communicate EMR updates/changes to faculty and staff, maintain site proficiency with EMR, organize and arrange training as needed.
• Provide oversight of policies and procedures to include billing compliance, fiscal goals, cash/payment handling functions and coding.
• Provide support to users on EMR issues.
• Maintain patient privacy.
• Assist with quality performance measures.
• Work with senior leadership to ensure ambulatory sites remain Article 28/TJC compliant.
• Perform all other duties as assigned by management.

Required Education & Qualifications:

• Associate’s degree required. In lieu of degree, will consider two (2) years of full-time relevant experience in a high volume clinical outpatient/ambulatory environment.
• Three (3) years or more experience of full-time relevant experience in a high volume clinical outpatient/ambulatory environment.
• Previous supervisory experience.
• Knowledge of front desk operations, check-in, check-out and point of service collections.
• Knowledge of prior authorization process.
• Knowledge of TJC and DOH compliance standards.
• Electronic Medical Record experience.
• Must have excellent oral and written communication skills.
• Must be highly organized.
• Must be proficient in Microsoft Office Word and Excel.
• Knowledge of medical terminology.
• Knowledge of clerical and clinical practices and procedures.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is active and requires the employee to constantly move about in the office to assist patients, staff and medical providers. Any additional physical demands will be outlined and provided by management.

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits. SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.   

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes. Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY. The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.