Office Manager

Description

Summary:

Responsible for staff, clerical, nursing, laboratory, housekeeping, and maintenance functions at a specific office location. Advise, aid, and seek consent from Director to coordinate and manage the activities of the assigned office location. Considered to be a working manager as back up for front office staff. Support the financial goals of the company by being fiscally responsible in all areas, including staffing and purchasing.

Key Performance Areas:

• Supervise and coordinate the activities of the personnel in specific sites. Functions as an integral part of the front office team in order to complete daily work.

• Responsible for operations on-site in concurrence with corporate policies. Will consult with director and other areas such as, laboratory, managed care, human resources, and business office to ensure good working relationship.

• Work with Clinic Finance Manager, financial counselors, and front office staff to collect all possible payment at the time of visit.

• Oversee all aspects of the handling of personnel issues.

• Meet with patients as necessary regarding any complaints of service or regarding the facility.

• Develop guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary. Maintain staffing level according to approved positions.

• Arrange on the job training programs for new employees as required. Conduct staff meetings on a regular basis. Attend meetings of clinical personnel, managed care, billing/ collections department as necessary to serve as liaison to the clinic staff.

• Responsible for shipping tickets, packing slips and work orders from vendors at designated facilities. Prepare supply purchase requisitions. Responsible for submitting documentation to Accounting for reimbursable expenses.

• Verify accuracy of the daily bank deposit and make the deposit daily.

• Responsible for ensuring that backup is performed of all next day orders in Onco/EMR.

• Complete quarterly expense reports for the physicians and submit them to corporate accounting.

• Assist with mergers on an as needed basis.

• Ensure that a high level of cleanliness exists in the facility at all times. Take necessary steps to ensure the buildings and grounds are in good operating condition.

• Follow up and resolve any violations cited by OSHA, fire inspector, etc.

• Monitor all nursing information requested by auditors and insure timely completion of each request.

• Maintain and ensure the confidentiality of all patient and employee information at all times.

• Comply with all Federal and State laws and regulations pertaining to patient care, patients rights, safety, billing, and collections. Adhere to all AON and departmental policies and procedures, including IT policies and procedures and Disaster Recovery Plan.

• Ensure that all employees run a daily close and all closes are in balance.

• Keep office and personal work area and records in a neat and orderly manner.

• Ensure the physical building and all equipment are safe for use.

• Maintain all company equipment in a safe and working order.

Supervisory Duties:

• Provide daily direction and communication to employees so that departmental work is performed in a timely, efficient, and knowledgeable manner.

• Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives.

• Provide continual evaluation of processes and procedures. Responsible for suggesting methods to improve area operations, efficiency, and service to both internal and external customers.

• Address disciplinary and/or performance problems according to company policy. Prepare warnings and communicate effectively with employees on warnings and make effective/appropriate decisions relative to corrective action as required.

• Provide performance feedback and coaching on a regular basis to each team member. Write and administer performance reviews for skill improvement and submit to Director and Human Resources on time.

• Be available for employees who experience work problems providing appropriate coaching, counseling, direction, and resolution.

• Ensure employees have appropriate training and other resources to perform their jobs.

• Respond to and resolve employee relations issues expressed by team members; create and maintain high quality work environment so team members are motivated to perform at their highest level.

• Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency/effectiveness.

• Project a favorable image of the companies to promote its aims and objectives and foster and enhance public recognition and acceptance of all of its areas of endeavor.

• Keep immediate superior promptly and fully informed of all problems or unusual matters of significance and takes prompt corrective action where necessary or suggests alternative courses of action that may be taken.

• Perform all necessary supervisory functions to effectively and efficiently manage the personnel assigned:

  Interview and make hiring decision for any open position in the clinic with the Manager/Director and/or Head Nurse

  Ensure employees have appropriate training and other resources to perform their job

  Communicate areas of accountability and performance expected of personnel assigned

  Determine standards of performance as a basis to review progress of personnel assigned

  Recommend salary adjustments, transfers, promotions and dismissals and submit information to Director.

  Address disciplinary and/or performance problems according to company policy. Prepares warnings and communicates effectively with employee on disciplinary actions

  Create and maintain a cooperative and harmonious working climate conductive to maximize employee morale and productivity

  Approve time-off requests in a fair manner while ensuring adequate staff to maintain work productivity

  Develop individuals for future advancement by coaching and training

  Approve bi-weekly timecards for accuracy.

Job Qualifications and Requirements:

Education :

• High school education required; Associates degree required; Bachelors preferred

Certifications/Licenses :

• Valid state Drivers License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required.

Previous Experience (including minimum years of experience) :

• 5 years experience in Physician Practice or Healthcare; oncology preferred
• 2-4 years experience in a front office setting
• 2 years management experience

Core Capabilities :

• Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.
• Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.
• Communication Skills: Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.
• Customer Service & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.
• Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required.
• Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.
• Leadership and Mentoring Effectively lead and facilitate group discussions, coach, mentor, motivate, and engage others to align to a common goal. Ability to effectively lead projects from inception through implementation and assessment.
• Human Resources Management Effectively hire, coach and support staff develop, as applicable, as well as manage resources, performance and employee relations, and supervise within established policies, procedures and legislation.
• Computer Skills: Proficiency in MS Office Word, Excel, Power Point, and Outlook required.

Travel : 51%-75%

Standard Core Workdays/Hours : Monday to Friday 8:00 AM 5:00 PM. Occasional overtime may be required, and weekend shifts based on location hours and operational needs.