Manager of Office Operations

The following is a summary of the major essential functions of this job.  The incumbent may perform other duties, both major and minor, that are not mentioned below.  In addition, specific functions may change from time to time:

• Interview, hire and train, assess competency of employees, plan, assign, and direct work of employees

• Monitor productivity of employees, appraising performance, rewarding and disciplining employees

• Address employee complaints and resolve problems

• Coordinate activities of personnel directly related to patient flow and office management.

• Command and maintain thorough knowledge of CPT-4 and ICD-9 coding, current billing issues, medical terminology and compliance with insurance guidelines and policies through professional development activities (continuing education, review of professional journals, etc.)

• Monitor Clinic Charge Master and encounter forms to ensure accurate CPT-4 and ICD-9 codes

• Ensure office equipment is maintained in proper operating condition

• Maintain good guest relations with patients, hospital and office staff

• Assist Patient Representative receptionists when needed to ensure accuracy and prompt response to patients and assume responsibility for uncovered positions when needed

• Market office to public, employers and civic organizations

• Monitor collections and operating costs towards projected budget goals

• Assist Primary Care Services with the development and monitoring of capital and operating budgets

• Work with physicians to ensure efficient scheduling and work environment

• Responsible for timekeeping of all office personnel

• Consult with physicians on hospital charges and ensure in-patient charges are posted accordingly

• Oversee the ordering of supplies and equipment for office in a timely manner and maintains an on-going inventory

• Coordinate the handling of patient complaints and resolving problems

• Take necessary steps to ensure completed and accurate charging for all patient services rendered, and all interdepartmental charges, as well as to monitor, adjust and, where possible, correct negative expense variances

• Other duties as assigned

Minimum Qualifications

The following qualifications, or equivalents, are the minimum requirements necessary to perform the essential functions of this job:

Education and Formal Training: 

• Bachelor’s degree required OR 8 years related experience required

Work Experience: 

• 2 years of healthcare management experience required

• 1 year supervisory and billing experience preferred

Knowledge, Skills, and Abilities Required: 

• Proficiency in reading, writing, and speaking the English language

• Thorough knowledge of computer functions and medical terminology

• Ability to read and interpret physicians’ documentation

• Knowledge of CPT-4 and ICD-9 coding

• Demonstrate leadership qualities and organizational skills

• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists

• Ability to work independently

• Good organizational and communication skills

Physical Requirements: 

• Long periods of sitting

• Occasionally required to stand, reach with arms and stoop, kneel or crouch

• Occasionally lift and/or move up to 25 pounds

• Ability to work under physical and mental stress

• Motor coordination and finger dexterity