Office Manager - Dermatology Office

Description:

Job Summary:

The Office Manager is responsible for overseeing staff, implementing corporate policies and procedures, maintaining administrative systems, and working closely with other departments. An Office Manager plays a crucial role in the efficient functioning of their respective office. Their responsibilities encompass a wide range of administrative, financial, and organizational tasks. The Office Managers reports to the Practice Administrator.

Supervisory Responsibilities:

This position provides supervision to others: Yes

Essential Job Functions:

• Supervise and coordinate the work of medical and clerical staff.
• Oversee day-to-day operations of the medical office, including coordinating appointments, managing appointment calendars, and ensuring a smooth workflow.
• Manage daily appointment scheduling, patient registration, and check-in/check-out processes.
• Provide support when needed to assist medical and clerical staff with assigned administrative duties such as answering phones, assisting with check in and check out, medical assistant care, and completion of daily reports.
• Performs other related duties as assigned.

FINANCIAL MANAGEMENT:

• Managing medical billing and coding processes, ensuring accurate and timely submission of claims for the billing department to process the claims.
• Oversee billing and coding processes to ensure accurate and timely submission of claims.
• Monitor accounts receivable, and address billing inquiries.
• Oversee and manage revenue and expense control initiatives for their respective office.

HUMAN RESOURCES:

• Recruit, hire, train, provide corrective discipline, and assist in the termination of employees in accordance with company policy of medical and clerical staff.
• Train staff, ensuring that personnel are adequately trained and up-to-date on relevant policies and procedures.
• Conduct performance evaluations and provide feedback.
• Address personnel issues, conflicts, and manage staff schedules.
• Supervision and adherence to all topics in the Employee Handbook.

REGULATORY COMPLIANCE:

• Stay informed about changes in healthcare laws and regulations and report to the corporate office.
• Ensuring that the office adheres to all relevant healthcare regulations, including the Health Insurance Portability and Accountability Act (HIPAA).
• Ensuring that the facility complies with state and federal licensing requirements and any applicable accreditation standards.
• Manage licensing and accreditation requirements for the office.

COMMUNICATION AND PATIENT RELATIONS:

• Facilitate effective communication between staff, patients, medical professionals, and administrative staff, and other departments to meet corporate goals and policy and procedures.
• Implement patient communication strategies to enhance satisfaction.

INFORMATION TECHNOLOGY MANAGEMENT:

• Oversee the maintenance and functionality of the medical office's IT systems and software and report any issues.
• Oversee the implementation and use of electronic health record (EHR) systems.
• Ensure the security and confidentiality of patient health information.

FACILITY MANAGEMENT:

• Oversee and organize and optimize the physical space within the medical office.
• Report maintenance and repair and housekeeping needs for the facility.
• Suggest and assist in procurement and maintenance of medical equipment.

QUALITY IMPROVEMENT:

• Identify opportunities for process improvement and efficiency.
• Implement changes to enhance the overall quality of administrative processes.
• Monitor patient satisfaction and implement initiatives for improvement.
• Identifying areas for improvement in administrative processes and implementing changes to enhance efficiency.
• Monitoring and addressing factors that contribute to patient satisfaction within the medical office.
• Offer comment on regular reports on key corporate goals, performance indicators and financial metrics.

EMERGENCY PREPAREDNESS:

• Developing and implementing plans for responding to emergencies within the office.
• Ensure staff is trained on emergency procedures and protocols.

TEAM COLLABORATION:

• Collaborate with medical professionals and department heads to enhance overall patient care.
• Participate in leadership meetings and contribute to corporate strategic goals and planning.

CONTINUING EDUCATION:

• Stay current with industry trends, best practices, and new technologies.
• Attend workshops, conferences, management meetings, and training sessions as needed.

Requirements:

SUMMARY:

• The Office Manager is essentially responsible for the efficient and effective functioning of the medical and administrative aspects of the office. They play a crucial role in ensuring that the office provides excellent patient care, runs smoothly, adheres to regulations, and attains and/or exceeds corporate goals and metrics.

Skills & Abilities:

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent with EMA, Microsoft Office Suite and/or related software.

Experience:

• 3+ years of administrative and clerical experience.

EDUCATION:

• High school diploma or equivalent required.
• Associates degree in office administration or related field preferred.