Office Manager

Job Description:

As the Office Manager at Alexandria Primary Care Associates, you will play a crucial role in ensuring the smooth and efficient operation of our medical practice. You will overse administrative tasks, manage office staff, collaborate closely with healthcare providers to optimize patient care delivery, and serve as the primary point of contact for IT-related matters.

The ideal candidate is organized, detail-oriented, and possesses strong leadership andcommunication skills.

Key Responsibilities:

Patient Relations:

● Oversee patient intake processes and ensure a positive experience for all patients.

● Address patient inquiries, concerns, and complaints in a timely and professional manner.

● Collaborate with healthcare providers to coordinate patient care and resolve scheduling conflicts.

Financial Management:

● Manage accounts receivable and accounts payable processes, including insurance claims processing and patient billing.

● Monitor revenue cycle performance and implement strategies to maximize revenue generation and minimize billing errors.

● Prepare financial reports and forecasts for senior management review.

Inventory Management:

● Maintain adequate levels of medical and office supplies to support daily operations.

● Monitor inventory levels, place orders as needed, and negotiate with vendors to ensure competitive pricing.

● Conduct regular inventory audits to identify discrepancies and minimize waste.

IT Management:

● Serve as the point of contact for third-party vendors, including Veradigm, 8x8, CCEX, and others.

● Liaise with insurance companies, banking institutions, and on-site contractors for IT-related matters.

● Ensure compliance with PCI standards.

● Provide desktop support for patients' billing and web portal issues.

● Setup and manage VoIP/FoIP systems and internal networks.

● Monitor and maintain IT systems, perform installations, and configure new hardware and software.

● Troubleshoot technical issues as they arise and provide timely resolutions.

● Provide desktop support for staff members, addressing their IT-related needs.

Administrative Oversight:

● Manage insurance credentialing processes to ensure timely and accurate provider enrollments.

● Handle daily deposits and financial transactions, ensuring accuracy and compliance.

● Serve as overflow/backup for administrative positions, including medical records, accounts receivable billing, and front desk duties.

● Maintain paid time off calendar.

● Review and approve time cards and paid time off for administrative staff and providers.

● Lead special projects as assigned by senior management, ensuring timely completion and adherence to objectives.

● Develop and enforce office policies and procedures to optimize workflows and maintain compliance with healthcare regulations, including HIPAA, OSHA, and other relevant standards.

● Develop and implement office policies and procedures to streamline workflows and enhance efficiency.

Staff Management:

● Recruit, train, and supervise office staff, including receptionists, medical assistants, and administrative personnel.

● Conduct regular performance evaluations and provide constructive feedback to team members.

● Foster a positive work environment that promotes teamwork, professionalism, and excellence in patient care.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Alexandria, VA 22311: Relocate before starting work (Required)

Work Location: In person