Office Manager 2

Overview

Responsible for directing the daily operations of the cardiology practice and supervising the activities of all clinical and non-clinical staff supporting the practice.  Incumbent has managerial responsibilities over multiple departments within the practice including outpatient clinic, office-based surgical lab, nuclear studies, and imaging. 

Responsibilities

Responsible for keeping all aspects of a physician’s practice functional – i.e., answering service, call schedule, supply inventories (office & medical), physician’s licenses, medical record forms/documentation/confidentiality, patient information forms, call coverage, contract services, waste management, prescription services (manual & electronic), etc.

Develops departmental budget and operational goals and manages clinic operations to achieve set targets and goals.

Manages clinic productivity standards.

Collaborates with the Vice President, Director, and providers on identifying strategic opportunities for practice growth and new service offerings.

Ensures compliance with any accrediting agency standards related to any services offered by clinic (i.e. TJC, AAHC, ICAL, etc.)

Manages the overall operational performance and workflow for the practice including quality and operational metrics (e.g. appointment wait times, patient satisfaction, appointment volumes, etc.)

Guides clinic physicians on decisions affecting the practice through the use of data and benchmarks.

Interviews, selects, makes recommendation for hires, and retains employees

Ensures orientation and training for clinic employees

Participates in the positive discipline process in coordination with HR and upper management.

Develops staffing plans and manages resources effectively.

Responsible for clinic compliance requirements with all local, state, and federal regulations and laws

Approves payroll and is responsible for accurate payment of employees

Works with the billing department to ensure timely and accurate billing of services rendered. Ensures processes in place for clinic staff to collect appropriate insurance information, and obtain necessary authorizations for services.

Reviews invoices and statements of vendors and looks for opportunities to enhance the efficiency and profitability of the clinic.

Assist in day to day tasks as needed in the clinic/office to ensure delivery of quality patient care, and a safe and efficient working environment – including filling in the receptionist position – or any other position – as deemed necessary and qualified.

Maintain patient privacy in all matters including written medical records and computer records

Maintains Corporate Compliance, HIPAA, Security and Red Flag Alert Plans/Procedures/Staff Training for the clinic in alignment with the DCH Standards/Policies/Procedures

Manages front line operations of area of accountability related to meeting/exceeding departmental goals, 5 keys of excellence, DCH Mission and Vision.

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.

• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.

• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

Qualifications

Minimum of two (2) years’ experience as a team leader/supervisor/manager of in a healthcare related environment required.  Prior experience in cardiology services preferred.

Bachelor’s degree in Healthcare, Business or related field preferred.   Good interpersonal and public relations skills required.  Valid driver’s license and must have reliable transportation resources to travel to business-related meetings.  Must be able to read, write legibly, speak and comprehend English.

WORKING CONDITIONS

Requires manual dexterity.  Position is in an office setting requiring mostly sitting with some standing, reaching, bending, and stooping during the course of each day.  Occasionally requires lifting up to 30 pounds from floor to shoulder level.  May require use of footstool to reach top shelves.  Position requires some light driving.  The position includes possible exposure to human body fluids, disease, infection, lab chemicals, and hazard materials. The position requires good communication skills, involves contact either face to face, by email or over the phone with co-workers, physicians, and patients.  

Physical presence onsite of essential.  Hearing and vision must be normal or corrected to within normal range.  Able to perform the duties with or without reasonable accommodation.