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Form of workJob Description
Hamilton Health Center (Hamilton) is the only Federally Qualified Health Center (FQHC) in a 30-mile radius of Harrisburg and continues to grow using a holistic and comprehensive approach to being patient centered. The mission of Hamilton is to improve the health of Central Pennsylvania’s residents by delivering high quality, respectful and patient-centered health and related social services that promote access, treatment, education, and prevention regardless of health, economic, or insurance status. Our vision is that every member of our community, regardless of their ability to pay or their insurance status, receives holistic, quality health care needed to create a healthy community.
JOB SUMMARY
The Office Manager – Adult Medicine is a member of the Hamilton management team responsible for oversight of the 17th Street Adult Medicine clinical department. The Office Manager is charged with ensuring the delivery of high-quality health care in a manner that is both cost efficient and meets all regulatory agency requirements. Responsibilities include providing direction, and coordination of staff assigned to Hamilton’s Adult Medicine department.
ESSENTIAL FUNCTIONS:
Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
The Office Manager performs a wide range of duties, including, but not limited to the following:
1. Directs and manages clinic supervisory personnel in the day-to-day operations to improve productivity and customer service for efficient, quality healthcare. This includes establishing work schedules, practice assignments for staff, recruitment, staff development, employee relations, performance appraisals, and monitoring time/attendance.
2. Works with clinic staff to support the VFA program and private stock medications and assure compliance with these programs.
3. Ensures appropriate staff training, competencies and compliance with immunization schedules based on the Centers for Disease Control and Prevention’s (CDC) guidelines.
4. Manages office and medical/surgical supplies and inventory to ensure adequate supplies for medications and immunizations with no expired products.
5. Interacts and cooperates with Hamilton administration and departments to promote integrated patient care services and further the mission of Hamilton.
6. Collaborates with Facilities department to set-up maintenance, equipment/supplies and Information Services for efficient electronic medical record (EMR) operations.
7. Responsible for knowing or learning the role of each position in the department.
8. Works with Hamilton Administration to monitor patient/employee relations and patient/employee satisfaction activities using periodic patient/employee surveys. Develops and implements action plans to increase employee engagement and improve patient satisfaction while demonstrating the ability to use tact and diplomacy when dealing with patient complaints and employee relations issues.
9. Manages information and financial data to analyze and measure performance. Develops and implements appropriate action plans to enhance practice performance.
10. Maintains confidentiality and security rules when providing information to internal and external sources.
11. Attends meetings, develops weekly/monthly/yearly reports, composes meeting minutes, and delivers presentations/reports to physicians, staff and other departments. Maintains open communication lines with providers and staff.
12. Provides support to the clinical teams on use of the EMR and population health tools.
13. Oversees quality initiatives as defined by Hamilton’s Quality Department and assures compliance with The Joint Commission regulations.
14. Participates in the Hamilton’s efforts related to revenue cycle, which include but are not limited to achieving goals for productivity; meeting or exceeding revenue targets; and expense management as budgeted.
15. Demonstrates commitment to established Workplace Values: Innovation; Integrity Quality; Accountability; Respect; Commitment and Inclusion. Practices behaviors that effectively demonstrate the Hamilton’s Workplace Values and supports goal to co-create a great workplace.
16. Travels throughout the service area as required.
17. Performs other duties as assigned in support of mission and as required to ensure delivery of consistent high-quality services.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:
1. Commitment and demonstration of excellent internal and external customer service. Attention to detail, ability to lead and follow processes and procedures from beginning to end.
2. Able to motivate others, mitigate employee conflict, complete performance appraisals and administer disciplinary actions.
3. Experience with resource management activities, quality measures and meaningful use as defined by HRSA.
4. Able to demonstrate interpersonal and relationship-building and project management skills.
5. Ability to motivate and work collaboratively with staff throughout the agency to effect change.
6. Strong analytical, operational and organizational skills; ability to balance priorities, make effective decisions, and contribute as a team player within the organization.
7. Ability to utilize data to inform the decision-making process.
8. Demonstrated project management skills, including excellent follow through for multiple projects at multiple locations.
9. Excellent written and verbal communication skills. Able to communicate information in an organized and clear manner.
10. Able to demonstrate behaviors that represent the Hamilton’s Workplace Values.
11. Able to maintain and demonstrate strict confidentiality of all information.
12. Entrepreneurial spirit, intellectual curiosity, high energy, positive attitude and diplomatic.
13. Commitment to reflect quality assurance and risk management in daily tasks.
14. Has computer skills and ability to learn/operate software programs.
15. Maintains professional appearance and demonstrates professional attitude at all times.
16. Ability to work flexible schedules and maintain punctual attendance.
17. Able to work under pressure, remain calm, prioritize, and meet deadlines.
18. Ability to relate to diverse communities.
19. Ability to work as part of an interdependent team.
20. Ability to remain open and non-judgmental towards colleagues and customers.
JOB REQUIREMENTS:
Minimum Education/Certifications: High School diploma or equivalent and Medical Assistant Certification is required; Associates degree, preferred.
Knowledgeable in The Joint Commission regulations, preferred.
Minimum Work Experience: Minimum of three years of leadership experience in an ambulatory care setting.
Highly proficient in Microsoft Office and knowledge working with Electronic Medical Records. Ability to clearly communicate issues to all levels of management, including Senior Management.
Other Requirements: Reliable transportation to travel throughout the service area.
LANGUAGE SKILLS
Strong spoken and written communication skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions and deal with several abstract and concrete variables. Ability to take decisive action. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
PHYSICAL DEMANDS/MOTOR COORDINATION
Requires hand-eye coordination; finger dexterity, and a combination of sitting, standing, climbing, stooping, balancing, kneeling, reaching, carrying, pushing, pulling, lifting (up to 25 pounds). Must be able to write, type, use telephone and computer systems, and other office equipment.
WORK ENVIRONMENT
Exposure to routine office conditions as well as adverse environmental conditions such as dust, temperature and noise extremes, etc. May be exposed to infectious or contagious disease.
This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically. This job description is not a contract.
