Office Manager

Office Manager I

The Office Manager I is the primary support for a clerical staff/administrative department. This position is responsible for general office operations, filing, organizing and overall front desk/discharge desk performance. The Office Manager I may supervise one or more secretaries and or receptionists.

- Establish and maintain positive relationships with patients, visitors and other employees. Interacts professionally, courteously, and appropriately with patients, visitors, and other employees. Behave in a manner consistent with maintaining and furthering a positive public perception of Bronx-Lebanon Hospital Center and its employees.

- Contribute to and participate in the Performance/Quality Improvement activities of the assigned department. Contribution and participation includes data collection, analysis, implementation of and compliance with corrective/improvement activities, membership on CQI teams, consistent adherence to established performance standards and: adherence to the specific rules and regulations of the B.L.H.C's Safety & Security Policies;

Risk Management:

Incident and Occurrence Reporting;
Infection Control Policies and Procedures;
Patient and Customer Service.

- Supervise registration staff – Ensure data entry quality of registration is accurate;
Registrars update the following at each encounter:
Demographics, Clinic Codes and achieve financial eligibility / verification for services to be rendered (referrals and authorizations). Specifically, perform routine registration audits and provide written and verbal feedback to Receptionist / Registrars.

- Supervise registration staff – Ensure chart assembly is appropriate for service to be rendered. Specifically, ensure standard forms, ancillary reports are placed in chart according to approved format. Order new forms as necessary.

- Supervise registration staff – Ensure adequate front desk and phone coverage. Schedule staff for start time and lunch / break time. Additionally, track any abuse of time issues and provide progressive discipline when necessary.

- Assist Practice Administrator with overall operations of Practice. When administrator is not available, Office manager must exercise appropriate skill and judgment, when to notify Administration, Nursing and Medical Leadership.

- Analyze patient flow aspects of practice operations to identify deficiencies with practice leadership. Develop and implement strategies for there resolution.

- Fiscal Responsibility – Ensure all patient encounters / bills are closed within 7 business days;
Correct all errors and resubmit patient encounters / bills. Coordinate on-site activities to ensure financial management reports (as they pertain to registration) are addressed in a timely manner. Any unusual trends must be adequately communicated to Practice Administrator and/or AVP of Practice Management.

- Fiscal Responsibility – Ensure all co-pays; co-insurance are collected at point of service. Abide by our Charity Care Policy as appropriate. Issue Metrocards and make deposits / reconcile according to schedule. Prepare and assure that all check requests are submitted with all the proper signatures, account numbers and departments together with a suitable reason for payment or an invoice to the respective location in a time.

- Assist the Medical Director in receiving and resolving patient complaints. Relate effectively to hospital and institute systems.

- Assist in the processing of hiring, training, supervising, scheduling and evaluating new employees. Conduct interviews for future support staff members for the Administrative Office.

- Prepare and submit Kronos payroll for the entire Staff.

- Prepare annual evaluations for registration / clerical support staff.

- Conducting retraining for any employee that has been given verbal and written warnings in order to enable the employee and the department to maintain smooth operations with no further interruptions.

- Conduct telephone conversation and meetings with other departments (i.e., Human Resources, Nursing, Accounts Payable, Finance, Administration, etc.), which enables the consistent operation in keeping the Department flowing properly.

- One to three (1-3) years demonstrated experience as a front desk manager / supervisor.

- Satisfactory combination of education and experience.

- AAS in Hospital Admin or related field (Preferred)

- Microsoft Office (Required)

- Scheduling / Registration software (Required)