Office Manager

GENERAL SUMMARY OF DUTIES: Provides leadership and coordinates operations and activities of the medical office.

SUPERVISION RECEIVED: Division Manager

SUPERVISION EXERCISED: Supervises office staff as assigned

EXAMPLES OF DUTIES: (This list does not include all duties assigned)

Physicians’ Primary Care of Southwest Florida is a premier physician owned and managed primary care practice with locations in Cape Coral, Fort Myers, Lehigh Acres and Estero. We need a talented Medical Office Manager to join our team.

• Provide excellent customer service (friendly, courteous and helpful) to providers, coworkers, employees, patients, family members, businesses and visitors of PPC. Courtesy includes; face-to-face, written and telephone (verbal and texting).
• Works efficiently with other practice leaders with the expectation that excellence in service is a priority.
• Promotes PPC customer service expectations of:
  Compassion, Respect, Friendliness, Teamwork and Excellence.

• Responsible for hiring, training and maintaining staff for the purpose of running an efficient office.
• Responsible for achieving less than 10 % turnover rate for reasons not relating to retirement, death or moving out of the area.
• Oversees and directs activities of assigned clerical and clinical staff ensuring that all staff have a full understanding of expectation of their positions.
• Responsible for ensuring all new employees are mentored and monitored for efficient and effective onboarding.
• Responsible for managing and processing time and attendance for payroll and personnel management purposes.
• Evaluates performance and recommends merit increases, promotions, and disciplinary actions.
• Conducts evaluations in the same month in which they are due.
• Conduct staff meetings as required by administrator; however, minimum standard is no less than four per year. Staff meetings should include:
  • Well-structured agenda
  • Educational component
  • Administrative component
  • Open forum for employee dialogue.
• Visible to all staff and providers by walking around the office and interacting.
• Responsible for supervising all staff within the clinic setting.
• Oversees and responsible for signing and submitting packing slips and/or invoices to accounting within the work week they are received. Communicates to accounting any discrepancies or concerns.
• Manages overtime costs and makes necessary internal changes in order to keep costs to a minimum.
• Responsible for reviewing, questioning and explaining divisional costs as seen on financial reports. Questions accounting where appropriate.
• Maintains efficient inventory process for ordering all supplies.
• Turns in required information to administration for financial and monthly reporting within two business days of month-end closing.
• Ensures that clinical supply inventory is conducted as required.
• Ensures that all monies collected are deposited according to policy and all balancing procedures are followed (cash and credit cards)
• Ensures that all petty cash is balanced and receipts documented according to policy and that all balancing procedures are followed.

• Responsible for developing office specific policy and procedures (both clerical and clinical), as well as for ensuring policies are followed and maintained.
• Appropriately monitors appointments for proper scheduling, patient flow, and efficiency.
• Responsible for ensuring patients, who miss their appointments, are contacted and managed according to policy.
• Responsible for maintaining provider calendars for vacation, meetings and call. Ensuring that schedules are blocked appropriately.
• Ensures that referrals and authorization protocols are followed and handled in a timely fashion.
• Ensures monies are collected at time of service and that staff follow financial documentation protocol.
• Ensures compliance with regulations and with PPC standards of quality patient care.
• Actively participates, educates and supports all payer (commercial/governmental) initiatives in which PPC has a contractual obligation.
• Actively participates, educates and supports initiatives within PPC
• Identifies and resolves operational problems.
• Facilitates physician meetings where appropriate and produces minutes of meetings.
• Attend required meetings and participates in committees as requested.
• Works closely with managing partner and senior level managers.

• Responsible to ensure facilities are clean, maintained and free from damage and deterioration, as well as safe for all patients,…