Office Manager

Description: Essential Duties and Responsibilities Daily Operations Oversee daily operations of clinic including delegating authority, staff scheduling, provide leadership and support to staff, plan and hold regular staff meetings, and enforce company policy, as well as ensure department productivity.
Opening Procedures Ensure opening procedures are followed daily; including turning on lights and computers, prepare clinic per physician's preference.
Clinic Schedule Maintain clinic schedule; open, block, adjust as needed/requested.
Communicate with physicians and staff to optimize the efficient use of the physician’s time and facilitate excellent patient care.
Scheduling Appointments Schedule patient appointments, including X-Ray and MRI appointments, within clinic or via telephone in practice management system.
Attach appointment to correct case.
Verify correct daytime phone number.
Staff Development & Performance Keep yourself and staff up to date with current healthcare trends and practices and evaluate staff performance by monitoring individual work performance and obtaining feedback from patients, physicians, and other personnel, in order to accurately evaluate for appropriate recommendations in regard to raises, promotions, and/or additional responsibilities.
Help in the training process for new staff.
Department Effectiveness Develop guidelines for prioritizing work activities, evaluate effectiveness, and modify/improve activities as necessary.
Answer Telephone/Greet Patients Answer telephone and greet patients/visitors in a timely manner with professionalism and politeness.
Patient Check In/Out Check patients in and out via EMR and/or practice management.
Patient Paperwork Compile information to be placed in the patient's chart, including: verifying New Patient/Old Patient paperwork is accurate and complete, witnessing consents, explaining and witnessing acknowledgments, taking patient's photo when needed, and verifying History and Physical is complete and signed.
Scan paperwork into EHR, or other indicated software and ensure files are saved in the appropriate patient chart.
Patient Education Educate the patient and/or family about diagnostic procedures, treatment plans, and provide pre and post-operative education when needed.
Workers’ Compensation/Motor Vehicle Accidents Obtain correct information, ensure appropriate forms are completed.
Patient Assist Assist patients as needed with walking, transfers, dressing, escorting patients back to exam rooms, and preparing for the exam.
Assist Medical Staff Obtain required information as directed by nursing staff; patient's height, weight, blood pressure, and other needed medical information.
Assist Physician with procedures and assigned tasks to include but not limited to cast or stitch removal.
Assist Radiology Staff Help and assist Radiology Technologists with any duties they may need help with.
Orders Route orders to appropriate location/facility, and assist with medical records requests, which can include burning and/or importing discs.
Charges Enter and tally correct charges on all encounter forms.
Collections Collect deductibles, co-payments, and charges, and give receipts to the patients.
Preparation Prepare patients charts for the next clinic day, organized by each physician’s preference.
Prepare the office for the next clinic day by setting the coffee maker, setup the exam rooms according to the physician’s preference, have the physician’s office ready, and ensure the refrigerator is stocked.
Closing Procedures Ensure closing procedures are followed daily; including cleaning exam rooms, restocking pamphlets and supplies in both exam rooms, nurse stations, and throughout the office, closing windows, turning off lights, locking doors, tallying Daily Receipt Logs, and batching credit card machines (if available).
Other Duties Perform other duties as directed/required to ensure efficient operation of the department.
Interpersonal SkillsWorking Relationships Ability to establish and maintain effective working relationships with physicians, co-workers, and the public.
Mentor Act as a mentor for new employees.
Personal Growth Accept responsibility for own professional growth and personal conduct.
Flexibility & Stressful Situations Ability to be flexible, organized, and function under stressful situations.
Responds with flexibility to changing work load and/or patient assignments.
Communication Handle a variety of matters involving contact with various staff and the public.
Communicate effectively and in a timely manner, utilizing the appropriate chain of command.
Emergency Situation React calmly and effectively in emergency situations.
Adherence to Facility/Departmental PolicyConfidentiality/Right to Privacy Observe confidentiality of information in regards to patients, physicians, and fellow employees.
Protect Patient sensitivities and right to privacy.
Attendance/Punctuality Maintain a good attendance record and arrive to work punctually.
Dress Code/Identification Follow dress code, including wearing identification and communicate name and role to patient.
Cell Phone Use Cell phone may be used for business purposes only.
Utilize cell phone for personal, use only during breaks or meal periods and out of the public eye.
Staff Meetings/In-services Participates in Premier Bone & Joint Centers and departmental in-services and staff meetings.
Departmental Policies Adherence to existing and newly implemented policies.
Care of Environment, Equipment, and SuppliesEquipment Utilize correct/safe techniques when using equipment.
Notify manager of malfunctioning equipment.
Perform minor equipment or facility repairs not requiring a service call.
Inventory Keep inventory list of supplies keeping quantities at a reasonable level, ensuring adequate stock for next clinic.
Aid with Quill orders, Don Joy Boot orders, and Hand Putty orders, and help with Hand Putty distribution.
Clean, Neat, Safe Environment Maintain a clean, neat, and safe environment for patients and staff, including personal work areas.
Requirements: Education: High School Diploma or Equivalent-Required Current State of Wyoming Certified Nursing Assistant, or current CCMA/similar, or current LPN License- Required Certification & Licensures BLS-Healthcare Provider Experience Previous experience in customer service- Preferred Previous experience as an MA, CNA, or LPN- Preferred Physical Requirements Seeing- Must be able to read reports, patient charts, and to use a computer- Constant Hearing- Must be able to hear well enough to communicate with patients and co-workers- Constant Speaking- Must be able to verbally communicate with patients and co-workers- Constant Typing- Must be able to write and type, as well as grasp a telephone- Constant Standing- Frequently Sitting- Frequently Weight Demands Lifting- Must be able to lift up to 25 pounds or less- Frequently Working Conditions The fast paced nature of this position may lead to increased levels of personal stress.
Environmental Hazards The fast paced environment may lead to increased levels of personal stress and demand high mental acuity.
Physical Hazards Physical harm is possible when performing physical requirements, as listed above.
Exposure to communicable disease, bodily fluids, and/or toxic substances is possible and can be physically harmful.
Unique Work Schedule/Travel May be required to work after hours, on weekends, or holidays.
Employee Statement of Understanding: I have read and understand the job description for my position.
I am able to perform all of the essential functions of this position.
I agree to comply with the corporate compliance policy and all laws, rules, regulations and standards of conduct related to my position.
As an employee, I understand my duty to report any suspected violations of the law or the standards of conduct to my immediate supervisor.
As an employee, I will strive to uphold the mission and vision of the organization.
All employees are required to adhere to the values in all their interactions with patients, customers, and fellow employees.
Note: This description is intended to describe the general job duties and employment requirements for adequate job performance, and should not be interpreted as an exhaustive report.
Additional duties and responsibilities may be assigned at the discretion of the employees’ supervisor.