Medical Office Operations Manager

Description

Summary/Objective

The Site Manager acts as a liaison between staff, physicians, and US Digestive Health leadership team, works in a supervisory capacity to ensure the provision of excellent patient care, and oversees office procedures and protocols. They are responsible for working with the US Digestive Health leadership team and physicians in addressing any identified problems and ensuring ongoing performance improvement, providing and coordinating staff training, monitoring and evaluating staff performance, all in conjunction with their clinical knowledge and experience.

Essential Functions

• Supervise and direct office staff to ensure proper daily workflows
• Train and monitor new hires
• Respond to all patient and staff questions or concerns
• Plan staff schedules accordingly to provide necessary coverage in all areas
• Hold annual performance reviews and improvement plans
• Coordinate staff meetings
• Ensures accuracy of staff working hours/time clock.
• Coordinate staff vacation schedules.
• Provide administrative support when needed for the management team.
• Implement department policies and procedures in coordination with the Practice Manager and Division
• Create monthly physician schedules
• Complete work in a timely and confidential manner.
• Act as the point of contact for inter-office hospital access concerns
• Coordinate requirements of MIPS in conjunction with Practice Manager
• Provide Practice Management Software and EMP support to the practice
• Work with IT to implement changes, schedule training, resolve issues and problems at the office
• Works in conjunction with Practice Manager or Sales and Marketing Coordinator to arrange and schedule lunch meetings with referring providers
• Provides insight and opinions on new local marketing opportunities
• Visit local referring offices to develop professional relationships
• Checks for accuracy and provides proper submission of weekly bank deposits
• Work directly with Physicians and Supervisors to ensure daily workflows
• Order, track, and maintain all office equipment and supplies including Capsule Endoscopy supplies as needed
• Communication with patients, physicians and other healthcare providers, direct supervisor and co-workers is tactful and professional.
• Maintained patient confidentiality, including conversations and records.
• Communicate with physicians regarding any issues and assists in analyzing problems.
• Maintains a positive attitude and an ability to multitask in a fast-paced environment.
• Assists others with tasks when required.
• Assists special projects as requested.
• Attends all Operational Meetings under the direction of the Practice Manager.
• Ensures that all appropriate standards for the care and release of medical records are maintained.
• Provides back up support to all departments, as necessary.
• Oversees patient recall process including the accuracy and timeliness of recalls & adherence to ACS guidelines.
• Educates and trains staff, as necessary.
• Ensures the appropriate Patient Chart Preparation is completed accurately and in a timely.
• Assists in Chart Preparation.
• Assist in obtaining outstanding laboratory results or acquiring patient records.
• Assist with vendors regarding office equipment and supplies.
• Adhere to company, department, personnel and standard policies and procedures.
• Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or redesigned depending upon individual circumstances.

Competencies

• Medical terminology knowledge, required.
• Experience with electronic medical record system with the ability to troubleshoot, required
• Possess action-oriented, entrepreneurial, adaptable, and innovative mindset to business planning and implementation.
• Ability to work effectively in collaboration with diverse groups of people.
• Exceptional leadership skills with the ability to coach staff, supervise, and develop high-performance teams, set, and achieve objectives, and manage a budget.
• Commitment to quality programs and data-driven program evaluation.
• Proactive self-starter; self-motivated individual with a positive attitude.
• Ability to communicate effectively, both orally and in writing, for the purpose of disseminating information.
• Strong…