Medical Office Manager Floater (NYC & Hoboken)

Practice Site Administrator Floater

ENT and Allergy Associates, LLP and Hmi is seeking a self-motivated, people-friendly full time Practice Site Administrator Floater for our New York City (5 Boroughs) and Hoboken offices.

Salary: $59,000 - $62,000/year

The overall purpose of this position is to manage all the day-to-day responsibilities of a large office, where the staff size is greater than five people.

Such responsibilities include but are not limited to the following:

• Directly or indirectly responsible for the recruitment, training, evaluation, scheduling, and supervision of all personnel
• Travels to all locations
• Assists with covering surgical scheduling
• Cover the offices as need in all capacities
• Responsible for training all employees on how to use the IFOD functions (Icon/USB).
• Responsible for ensuring that all staff understands how to appropriately use Phreesia and the webportal. PSA's are Responsible for auditing their staff to ensure compliance in these areas and as a tool to determine when additional training is needed.
• Educates staff regarding job requirements and expectations. Works with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages. Documents personnel problems in employee records. Counsels staff when necessary.
• Ensures that the office waiting room, exam rooms, kitchen, file rooms, etc are neat and tidy at all times.
• Throughout the day assists with answering the phones, assisting with patient complaints or concerns, covers for other staff members when they are out sick.
• Accept the hand-off of patient complaints and issues that the staff may escalate to the PSA.
• Troubleshoot and assist patients that have been escalated to the PSA for assistance for billing, appointment or any necessary area.
• Reviews ALL physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient is followed.
• Reviews and creates daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc.
• Must review ALL work log tasks on a daily basis. This is extremely important to make this part of your every day routine in Next Gen, this will be included in your annual review.
• Order and maintain accurate levels of all office supplies and forms. Establish relationships when necessary with vendors and suppliers. Must train staff on purchasing software.
• Operate the office under specified budget constraints, prepare and approve invoices to be paid, follows appropriate policy and procedure.
• Must ensure Petty Cash is reconciled on a daily basis, along with the change draw if the office has one.
• Responsible for Old A/R if transition is involved, responsible for reconciling old A/R, and preparing old EOB/Monies for the corporate office. (if biller on staff, this is N/A).
• Deposits are to be made daily, creating a mail payment journal, attaching the appropriate documentation.
• All offices must run KEPT reports to ensure all charges from that day are accounted for.
• PSA's must run Encounters with no charges reports daily for all applicable facilities and drop charges daily
• Ensures that their staff is up to date with their orders report and inbox by randomly auditing staff throughout the month.
• PSA's are responsible to run claim edits after their charges have been dropped. This scrubs the errors, and allows the PSA to task the physician for information that is needed in order to send the claim to the insurance carrier.
• Keep accurate Payment Journal & Account Payable logs in your Policy & Procedure book.
• Precertify and schedule surgeries, tally monthly surgery totals, referrals & assists. (N/A if office has a surgical coordinator).
• Post surgical charges and hospital/ER consults daily.
• Work directly with doctors in communicating office schedules health insurance issues, medical fees and follows up on patient information.
• In conjunction with the Billing Director, ensures all physicians and staff are appropriately educated regarding billing processes relayed to them, including documentation guidelines and appropriate billing and coding of services.
• Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies and procedures, insurance info, memos, etc. when covering PSA long term
• Handles all Medical Record Requests, or coordinates this responsibility with the file coordinator. Ensures all CBO Billing requests are sent back with the appropriate information, and in a timely fashion
• Ensures that the Facility Checklist is maintained throughout the year (i.e carpet cleaning, waxing exam room floors, etc.) when covering long term
• Will learn and help train all employees on the new EMR (Electronic Medical Records).
• Responsible for rescheduling appointments during inclement weather or unexpected emergencies, this may occur after-hours or on the weekend.
• Ensures that the phones are on service at the end of the day and provides the answering service with the on-call schedule.
• On occasion, Patient Representatives may be expected to cover in the surrounding offices, when the schedule permits.
• PSA's work collaboratively with all departments at ENTA and help to facilitate open items for their office for all departments.

Personal Attributes:

• Can handle a multitude of tasks simultaneously
• Able to deal effectively with employees
• Willing to train personnel and travel to office locations required
• Usually first to arrive in the office

We offer a competitive salary with a comprehensive benefits package including:

Medical/Dental/Vision insurance, Company paid long term disability, Flexible spending account, Company paid life insurance, Voluntary life insurance, 401k, Pet insurance.

This position qualifies for floater benefits including transit and $75.00 per month phone reimbursement.

The ENT & Allergy Associates Network:

ENT & Allergy Associates (ENTA) is the largest ENT, Allergy, and Audiology practice in the country, with over 475 clinicians who practice in over 80 clinical locations throughout New York, New Jersey, Pennsylvania, and Texas. Each ENTA clinical office is comprised of world-class physicians who are specialists and sub-specialists in their respective fields, providing the highest level of expertise and care. With a wide range of services including Adult and Pediatric ENT and Allergy, Voice and Swallowing, Advanced Sinus and Skull Base Surgery, Facial Plastics and Reconstructive Surgery, Treatment of Disorders of the Inner Ear and Dizziness, Asthma-related services, Diagnostic Audiology, Hearing Aid Dispensing, Sleep and CT Services, ENTA Is able to meet the needs of patients of all ages. ENTA is also affiliated with some of the most prestigious medical institutions in the world. Each year ENTA physicians are voted 'Top Doctor' by Castle Connolly, a true testament to the exceptional care and service they provide to their patients.

HMI:

Backed by over 25 years of experience, Hmi (formerly Quality Medical Management Services USA, LLC, or QMMS USA) specializes in healthcare management and consultancy across practice operations and management, technology, revenue cycle, compliance, HR management, and business applications. With a seasoned team and a commitment to excellence, Hmi delivers cutting-edge healthcare business management solutions. By implementing best practices at every step, Hmi ensures measurable success for its clients. At its core, Hmi represents the human side of healthcare, where operational excellence meets a people-first philosophy.

ENT and Allergy Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.