Office Manager

Summary

The Office Manager reports to the Department Head/Practice Manager and oversees the daily non‑clinical administrative operations of assigned office(s). They supervise non‑clinical office staff, participate in the creation of office policies and procedures, and ensure implementation, especially in patient service. The Office Manager trains, schedules, and supervises office staff to ensure adequate clinician support and collaborates with the billing team to maximize revenue collection.

They implement new programs and recommend changes to promote office efficiency and effectiveness.

Brown University Health employees are expected to role‑model the organization’s values of Compassion, Accountability, Respect, and Excellence. Employees are also expected to demonstrate the core Success Factors that guide how we work together and achieve results:
Instill Trust and Value Differences;
Patient and Community Focus and Collaborate;
Ensure Accountability and Build Effective Teams;
Drive Vision and Purpose and Optimize Work Processes.

• Develop and maintain a working knowledge of outpatient medical practice to maximize operational effectiveness.
• Participate in overall planning of office activities to accomplish the practice’s mission and long‑ and short‑term goals.
• Supervise the daily activities of the staff.
• Appropriately assign tasks to support staff, establish deadlines for work assignments, and monitor completion.
• Ensure that offices are properly staffed and all functions are performed efficiently.
• Ensure adequate staff training in all office processes and computer programs.
• Oversee and ensure access to care by providing guidance on triaging patient phone calls, appointment scheduling, and patient registration.
• Manage patient flow to ensure a prompt, organized, and pleasant patient experience.
• Recommend opportunities for increased efficiency.
• Assist in managing provider schedules, including office, clinical, and call schedules as required.
• Ensure adequate administrative support for clinicians.
• Oversee facility maintenance and acquisition of capital items.
• Ensure adequate inventory of all office and medical supplies and maintain office equipment.
• Order office and medical supplies as required.
• Provide data regarding provider activity and productivity and other statistical information as requested.
• Remain current with Evaluation and Management (E& M) Guidelines, compliance regulations, charge posting procedures, and system reports.
• In collaboration with the billing team, ensure the accuracy and timeliness of front‑end billing activities, including obtaining complete demographic and insurance information and any required referrals, notifications, and authorizations.
• Develop and monitor processes for ensuring patient, family, practice physician, and referring physician satisfaction.
• Ensure excellent communication with referring physician offices and inpatient departments.
• Ensure all activities meet or exceed patient expectations.
• Effectively manage the Human Resources function.
• Recruit new staff members, conduct performance evaluations, recommend corrective action, and manage employee improvement plans.
• Provide continuing development for staff and conduct staff meetings regularly to communicate new or changed policies and procedures and address operational issues.
• Participate in or lead various teams related to quality improvement as necessary.
• Preserve and protect patient and employee rights to confidentiality.
• Advise the director of actual or potential problems related to regulatory compliance.
• Implement approved programs to ensure compliance.
• Perform other related duties as required.

• Bachelor’s degree in management, business administration, or health care administration (preferred); graduate of an accredited medical business education program or equivalent experience (required).
• Minimum high school diploma.
• Two years of related experience in the management or administration of a physician practice or hospital outpatient department.
• Demonstrated ability to manage office operations and supervise staff effectively.
• Excellent communication and interpersonal skills.
• Strong working knowledge of computer business applications.
• Work is performed in an outpatient medical office setting requiring extensive sitting, standing, and walking.
• Supervision of up to 15 office support staff.

Pay Range: $53,060.80 - $87,547.20

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

• Work Type:
  Monday‑Friday 8:00 am‑5:00 pm, some weekends and off shifts as needed.
• Work Shift:
  
  Day.
• Daily
  
  Hours:
  
  8 hours.
• Driving
  
  Required:
  
  No.