Medical Office Operations Manager

We are a boutique medical practice that centers patient care and strives to alleviate the fear surrounding the diagnosis and treatment of skin cancer. As the leader of our team, it is the Office Manager’s main objective to support the needs of the practice so we may provide our patients with optimal care. They will be expected to reflect our practice’s culture of kindness and mutual respect in all interactions.

The Office Manager is accountable for creating and promoting a productive and supportive environment, leading by example, developing the team, achieving practice metrics, and for creating effective working relationships between the practice, patients, and referring offices.

The Office Manager will report all clinical and operational issues to Dr. Carina Rizzo.

Essential Functions and Responsibilities

Manages Daily Operations:

• Oversees the day-to-day management of the office.
• Manages provider and staff schedules ensuring the office is adequately covered and schedules are maximized.
• Ensures timely and accurate workflow for clinical information and documentation.
• Oversees the practice waitlist and assess utilization.
• Spot checks calls and procedures and provides feedback to the team, ensuring patient questions are answered in a timely fashion.
• Oversees surgical scheduling and ensures supporting documentation is up to date.
• Regularly audits and updates all training and onboarding material ensuring they reflect current processes.
• Continuously assesses workflows, processes and procedures, identifies areas of improvement, and develops best practices and appropriate changes to improve outcomes.
• Collaborates with other health care providers regarding patient needs, pathology, and post-surgery needs when applicable.
• Oversees and coordinates referrals to, plastic surgery, oncology, and radiation treatment.
• Manages and maintains MIPS yearly documentation.
• Problem solves and trouble shoots software and hardware issues.
• Responsible for projects delegated by leadership which center around process improvement.

Performs Financial and Team Management:

• Manages stock levels, purchasing of supplies, and vendor relationship.
• Reconciles “daily financial close” to ensure all monies are accounted for and properly allocated in the PM.
• Manages and coordinates all aspects of the revenue cycle, working with our inhouse biller, accountant, the IPA, and Physician.
• Stays current with reimbursement changes, providing physician and staff updates and education as needed.
• Processes bi-weekly payroll for providers and staff.
• Handles time off, absences, and ensures HR compliance in conjunction with Paychex.
• Reports data to leadership and highlights opportunities for improvement on weekly basis.
• Maintains an up-to-date “appointment type” Tracker and reviews it with leadership every Thursday.
• Identifies the practice’s strategic goals and objectives and manages the team to achieve those goals, while remaining compliant with operations standards.
• Conducts annual performance reviews.
• Communicates changes including but not limited to, services, schedules, policies, memorandums, staffing, and hours of operation to the team.
• Ensures all necessary certification is acquired prior to onboarding new team members and providers.

Manages Relationships:

• Maintains excellent relationship with referring offices, patients, and all referring relationships .
• Seeks to understand referring offices’ needs and facilitates any obstacles.
• Builds and develops effective working relationships with clinical and support staff. Encourages all staff to provide exceptional patient care.
• Meets regularly with leadership including consultants and outside vendors who are involved with management.
• Facilitates communication and collaboration between the practice and other offices for patient referrals and surgeries.
• Holds weekly staff meetings to discuss success, challenges, and efficiencies.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Duties, responsibilities, and activities may change, or new ones may be assigned

Compensation is contingent to the applicant's experience.

Job Type: Full-time

Pay: $65,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• Paid time off

Healthcare setting:

• Medical office

Schedule:

• Weekends as needed
• Weekends only

Ability to Relocate:

• Garden City, NY 11530: Relocate before starting work (Required)

Work Location: In person