Office Manager - Medical Practice


Medical Office Manager

 Established and reputable surgical/medical practice looking to hire a dynamic and solution-oriented Office Manager to manage the day to day office functions including management of staff, payroll, recruitment, human resource administration, operations, facilities administration, management of practice compliance, and local office accounting.  Under the direction of the practice partners, the Office Manager will participate in strategic planning relative to the office.  This position requires engagement in leadership decisions to ensure the continued delivery of highest-quality patient care while demonstrating a commitment to profitability and growth through highly interactive and well-managed investment in the staff and commitment to the continued success of the practice. 

Responsibilities:

  • Legal Compliance - Ensures adherence to Company policies, procedures and standards regarding: quality assurance, customer service, availability of appointments, productivity, confidentiality, retention of records, charting, billing, clinic receipts and deposits, and physical facility.  Ensure regulatory compliance with federal and state laws and guidelines, and local regulations (OSHA, HIPPA, etc.) Knowledge of regulations related to Medicare, Medicaid, and commercial insurance.

  • Financial Management of the medical practice - Accountability for daily reconciliation of deposits and logs, submission of invoices and expense reports, financials and account receivables and conducting audits as necessary. Proactively explores competitive pricing for supplies, bio-hazard waste removal, consultant fees, answering services and the like.  Assist with payer contract negotiations, manage billing reports, payroll, prepare budget and variance reports.

  • Strategic Planning - Prepare Return on Investment (ROI) analyses, consider the need for additional providers, and negotiate contracts with insurance companies, vendors, etc.

  • Remain Current in Healthcare Trends - Obtain practice management certifications, maintain professional organization memberships, attend continuing education courses/webinars

  • Human Resources and Personnel – As an effective leader, the Office Manager will also influence the atmosphere and relationships of the team and should demonstrate:

  • Resolves conflicts, maintains personnel records, maintain job descriptions and office policies.

  • Assists in the recruitment and termination process and evaluate all staff to maintain a successful team.

  • Fosters positive and actionable feedback to staff.  Establishes daily processes that provide the team flexibility to perform as effectively as possible.

  • Interviews, hires, and trains a productive medical office team and conducts performance reviews.

  • Responsible for holding staff accountable for data accuracy and productivity, efficient work flow, measuring indicators and analyzing processes to improve practice performance.

  • Supervises inventory, ordering and control of all medication, supplies and equipment needed to deliver medical services.

  • Maintains efficient patient care flow through a team approach by planning and implementing client and staff scheduling in conjunction with clinical staff.

  • Staff Management

  • Clear and effective communication with team members and stakeholders to ensure forward progress of the practice goals

Qualified Office Managers should have:

  • Minimum of 5 to 7 years of experience in a medical office setting, surgical experience strongly preferred.

  • 2 to 3 years in a supervisory or management position.

  • Proven leadership skills including people and process management

  • Strong organizational, problem solving, planning and decision-making skills

  • Strong leadership and communication skills. Must be able to effectively and professionally communicate with everyone who passes through the office (physicians, clinical and administrative staff, nurses, governmental agencies, insurance payers, etc.).

  • Demonstrated fiscal responsibility to manage the financial matters of the practice.

  • Bachelor's degree in Health Care Administration, Business Administration or equivalent work
    experience will be considered.

  • Software Applications/Additional Skills: Intuit Quickbooks; Microsoft Office Suite: Outlook, Excel, Word, PowerPoint

  • Preferred skills: Shoretel, Glo, Tiger Connect (Perfect Serve)