Office Manager

Where compassion meets innovation and technology and our employees are family.
Thank you for your interest in joining our team! Please review the job information below.
General Purpose of Job:
Conducts the business affairs of the Department within the limits of his/her scope of authority as set forth by this job description. She/he will be responsible for the supervision of employees, assigning tasks, and addressing problems to ensure the office and its interface into the hospital's operations run smoothly.
Reports directly to CPSST Administration and acts as a Physician Liaison between patients, patient's families, office personnel, vendors, general public and Driscoll Hospital Staff.
Essential Duties and Responsibilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. THIS JOB DESCRIPTION IS NOT INTENDED TO BE ALL-INCLUSIVE; ALL EMPLOYEES ARE EXPECTED TO PERFORM OTHER REASONABLY RELATED BUSINESS DUTIES AS ASSIGNED BY THE IMMEDIATE SUPERVISOR, CPSST ADMINISTRATION, AND THE PHYSICIANS.

• Maintains utmost level of confidentiality at all times.
• Adheres to hospital policies and procedures.
• Demonstrates business practices and personal actions that are ethical and adhere to corporate compliance and integrity guidelines.
• Prepares departmental budgets and equipment requirements, reviews and approves all purchases for the office, sets long range goals and objectives.
• Works closely with Claims Manager in monitoring all aspects of billing, collections and auditing on behalf of the surgical office.
• Recommends changes in operations in order to improve services and efficiency.
• Schedules and chairs monthly departmental meetings to insure ongoing communication with staff members relating to office and/or hospital business.
• Monitors compliance to insure office, DCH, and federal policies/guidelines are met.
• Develop and monitor specific objectives and standards for measurement of staff performance and productivity.
• Works with billing coordinator to resolve billing and service issues for patient families.
• Works with billing coordinator to ensure that bills are submitted in a timely fashion
• Complete in-depth management reports including summarization of weekly and monthly A/R performance.
• Assist the Administrator in identifying and resolving issues related to the Accounts Receivable, staff and interdepartmental support, Charge Master, order entry, billing suspense, claims accuracy, compliance and HIPPA.
• Maintains a direct working relationship with Patient Access and HIM staffs along with departmental personnel responsible for patient information flow and charge data input.
• Assist the Administrator in areas as identified by the Administrator.
• Review patient charts printed for follow-ups
• Reviews daily schedules to ensure proper information is obtained
• Assist Accounts Manager, as needed, with patients who have no insurance
• Compile, review, approve and forward accounts payable invoices to administration
• Coordinates ER Call Schedules and distributes to all floors to include PICU/NICU, hospital operator, satellite facilities and exchange
• Coordinates all Physician Calendars including satellite
• Assist physicians with various assignments as directed
• Maintains all physician meetings, subscriptions, licenses, PTO, and sick leave
• Maintains all physician credentialing/re-credentialing for insurances and facilities
• Coordinates weekly staff meetings
• Maintains employee time sheets, PTO, and sick leave
• Assist Medical Office Specialist as needed with registration, data entry and obtaining prior authorization when out of the office or when needed
• Assist Nurse/MA with scheduling surgeries, diagnostic testing and rooming patients as needed or when out of the office
• Works with transplant coordinator to coordinate the care of the transplant patient
• Assist and resolve patient families with concerns
• Works with Patient Financial Services to obtain authorizations for out patient surgeries
• Coordinates weekly physician meetings where information such as no show rates, billed charges, collections, etc. is discussed and shared with physicians
• Coordinates Community Outreach efforts with DCH community relations department
• Provides staff leadership and is able to interact with staff in problem solving situations.
• Maintains track record in managing and improving accounts receivable.
• Able to apply multiple approaches to problem solving.
• Able to develop multi-task orientation.
• Able to interpret and apply complex governmental regulations in regards to Medicare and Medicaid to the revenue cycle.
• Develop and monitor specific objectives and standards for measurement of staff performance and productivity.
• Collaborates with physicians, on a daily basis, to ensure that super-bills are submitted for every patient encounter
• Ability to handle multiple projects simultaneously.
• Ability to work with customers, office staff and physicians in an effort to increase productivity while maintaining a positive office environment and increase customer service satisfaction scores.
• Certified Medical Office Manager a plus.

Supervisory Responsibilities:

• Effectively administers performance management system including: Developmental feedback, Goal Setting, Assesses Competency, Progressive Discipline
• Strong knowledge of and effective in administering hospital policies and procedures.
• Responsible for sound management of human resources.
• Makes and implements decisions compatible with organizational goals.
• Maintains composure, effectiveness, and flexibility under pressure.
• Supervise all office functions.
• Distribute employee workload
• Maintain records on all employees, including sick and vacation leave.
• Reassign job duties in staff absences.
• Conference with employees concerning job performances on a regular basis.
• Perform job evaluations of employees
• Resolve communication/compute/telephone issues in a timely manner
• Deal with patient-family concerns.
• Coordinates with employees to insure that office operations are accomplished efficiently and effectively. To this end, she/he will assist other personnel when necessary to effect smooth running of the office in the absence of an office member or during periods of backlog as appropriate.

MISC RESPONSIBILITIES:

• Order office supplies and clinical supplies
• Provide documents such as DPS, certificates, malpractice insurance to hospitals and insurance companies.
• Assists in clerk/receptionist duties as workload demands.
• Engages in marketing functions for physician practice.
• Attend miscellaneous management seminars, conferences, and any related hospital meetings
• Oversee and assist in submission of Medicaid claims.

Education and/or Experience:
Bachelor's degree and or previous medical office experience preferred
Previous experience with electronic medical record systems
Certificates, Licenses, Registrations
Certified Medical Staff Manager, certificate