401 Clinical Office Manager
401 Clinical Office Manager
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Job Description
Job Title: Office Manager
Location: A Brighter Future Healthcare Services Inc.
Department: Administration
Reports To: Practice Owner/Managing Provider(s)
Job Summary:
The Office Manager is responsible for overseeing the daily operations of the family practice ensuring efficient administrative functions highquality patient care and regulatory compliance. The role involves managing staff handling finances improving operational systems and maintaining a positive work environment.
Key Responsibilities:
- Administrative Management:
- Supervision: Oversee the administrative staff including receptionists medical billers medical assistants phlebotomists and office assistants. Conduct regular performance evaluations and provide coaching and professional development opportunities.
- Scheduling: Develop and manage staff schedules to ensure adequate coverage and smooth office operations. Coordinate with medical and clinical staff to optimize patient appointment times.
- Policies and Procedures: Develop implement and update office policies and procedures to ensure compliance with healthcare regulations and improve efficiency.
- Financial Management:
- Billing and Coding: Oversee the billing and coding processes to ensure accuracy and compliance with insurance requirements. Resolve billing issues and discrepancies.
- Budgeting: Prepare and manage the office budget. Monitor expenses identify costsaving opportunities and ensure financial sustainability.
- Accounts: Oversee accounts payable and receivable ensuring timely payments and collections. Coordinate with external accountants for financial reporting and tax preparation.
- Patient Relations:
- Customer Service: Ensure a high level of patient satisfaction by addressing complaints resolving conflicts and implementing service improvements.
- Communication: Maintain open lines of communication with patients regarding appointments billing issues and practice policies. Ensure that patient inquiries are handled promptly and professionally.
- Human Resources:
- Recruitment: Manage the recruitment process for administrative and support staff including posting job ads interviewing candidates and onboarding new hires.
- Training: Coordinate and conduct training sessions for new and existing staff. Ensure all employees are knowledgeable about practice policies procedures and healthcare regulations.
- Performance Management: Conduct regular performance reviews provide constructive feedback and implement performance improvement plans when necessary.
- Operational Efficiency:
- Technology: Manage the implementation and maintenance of office technology including electronic health records (EHR) systems scheduling software and office equipment.
- Inventory Management: Oversee the procurement and inventory of office supplies and medical equipment. Ensure that supplies are adequately stocked and equipment is properly maintained.
- Facility Management: Ensure that the office environment is clean safe and welcoming. Coordinate with building management for maintenance and repairs.
- Compliance and Risk Management:
- Regulations: Ensure that the practice complies with all local state and federal healthcare regulations including HIPAA OSHA and CMS guidelines.
- Risk Management: Identify and mitigate potential risks to the practice including data breaches safety hazards and legal liabilities. Develop and implement risk management strategies.
Qualifications:
- Education: Bachelors degree in healthcare administration business administration or a related field. Masters degree preferred.
- Experience: Minimum of 5 years of experience in healthcare administration with at least 3 years in a management role within a family practice or similar healthcare setting.
- Skills:
- Strong leadership and organizational skills
- Excellent communication and interpersonal abilities
- Proficient in healthcare billing and coding practices
- Knowledge of healthcare regulations and compliance requirements
- Ability to manage financial operations and budgets
- Proficiency in office management software and EHR systems
Personal Attributes:
- Detailoriented: Meticulous attention to detail and accuracy in all aspects of work.
- Problem Solver: Strong analytical and problemsolving skills to address challenges and improve operations.
- Adaptable: Ability to adapt to changing environments and priorities.
- Team Player: Collaborative attitude and ability to work effectively with diverse teams.
Working Conditions:
- Environment: Officebased with occasional travel for training or meetings.
- Hours: Fulltime Monday through Friday with occasional evenings or weekends as needed.
Application Process:
Interested candidates should submit their resume cover letter and references to . A Brighter Future Healthcare Services Inc. is an equal opportunity employer and encourages applications from individuals of all backgrounds.
Required Experience:
Senior IC
Employment Type
Full-Time
