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Form of work
SalaryPOSITION: Office Manager
The Office Manager position requires a client-focused individual that is reliable, well-organized, and possesses
strong leadership qualities. Handle day-to-today operations with a focus on efficiency, accuracy and time
management. The work entails carrying out supervisory responsibilities in accordance with company’s policies and
applicable laws. The Office Manager will be responsible for intra-office communication, streamlining operations,
inventory control, office staff supervision and task delegation. This position requires wearing multiple hats that will
require a leadership mentality and strong communication skills that will mold a cohesive work environment.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Oversee and educate personnel on office standard operations and procedures; support provider and staff
performance; serve as a liaison between providers and employees.
- Responsible for managing, training and leading multiple high volume allergy clinics; Including multiple
providers and staff members.
- Maintain individuals time cards, monitor time accruals, including time off requests; manage employee
schedules and streamline scheduling conflicts as they arise.
- Maintains office staff by recruiting, selecting, orienting, and acclimating employees.
- Initiate troubleshooting process to IT or administration when higher level issues present themselves.
- Act as the primary point of contact for patient complaints and handle accordingly.
- Maintain strictest confidentiality and professionalism.
- Possess leadership and management skills that effectively motivate, manage and counsel employees
under his/her supervision to include excellent verbal and written communication skills.
- Help implement company goals, objectives, policies, procedures and systems.
- Conduct quarterly reviews and new hire checklist for all direct reports.
- Participate in planning and implementing business plans.
- Responsible for marketing the clinic and following up with provider referrals.
- Cross train on all receptionist duties, referral specialist duties, back-office duties, immunotherapy, skin
testing, patch testing and Provider documentation. Also trained to help with the remix and recipe process
and work closely with the mixing department to streamline any issues with patient vials, etc.
- Advocate for employee morale and employee engagement.
- Have strong operating knowledge of clinics PM & EHR software and Rosch software with ability to provide
basic troubleshooting tasks as needed. Oversight of both systems to ensure documentation is completed
properly and signed off as required in both systems.
- Required to run weekly reports to ensure that we are tracking no-show’s, missed visits and maintaining
profitability. Frequently auditing new patient charts to ensure that receptionists are completing all
required tabs.
- Maintain knowledge of insurance carriers in relation to patient coverage, basic billing processes, etc. Work
closely with billing and insurance specialists to ensure that any issues are corrected and retrained.
- Adhere to and practice companies policies, practice and procedures which includes knowledge of medical
fundamentals; including but not limited to safety, and providing quality care.
- Stay current and fluent on all office software programs used.
- Supervise personnel and perform duties in their absence; perform other administrative or office duties as
required or assigned; know all positions essential functions.
- Purchasing of office and medical supplies to ensure adequate supplies are on hand for all company’s
clinics. Keep track of on-hand inventory and ensure that the MA’s are checking for expired items. Ensure
that emergency kits are being kept up with and reorder necessary items when needed.
- Proficient communication to staff, provider, and administration.
- Attend weekly meetings with administration at GAAAI to make sure the clinic is up to date on new changes
and that the administration is up to date with any current issues.
- Document and make weekly bank deposits for all of the clinic(s).
- Coordinate Fedex deliveries for patient transfers and make sure all forms are completed prior.
- Responsible for managing all provider time and ensuring the proper blocks are placed in AMD and
communicated with scheduling staff.
- Responsible for maintaining and sending good/bad reports to management weekly.
- Other Managerial duties not included but requested by direct supervisor or administration team.
Reports to: Practice Manager
Direct Reports: Designated Companies Medical Assistants and Patient Care Representatives
