Office Manager for Family Medical Practice - Louisburg NC

Advance Community Health - Louisburg, NC (30+ days ago)2.2


Directs, supervises and coordinates the daily activities of the medical practice. Work with Site Leadership in collaboration to ensure the highest level of care and service to our patients. Assist the Regional Director / Practice Administrator with the coordination of issues related to the operations of the site. Evaluation of daily operations and flow to ensure practice is operating smoothly and efficiently as it relates to patient care and organizational financial requirements



Operations- responsible for supervising and coordinating the daily activities of the medical practice.

Hands on supervision/management of all daily activities of the Front Office and provider staff
Manages all clinic resources to provide the highest quality of medical services to the local community population while operating within budgetary limitations.
Ensures timely and accurate patient check-in, registration, referral, and HIS management
Coordinate and manage Rex Mammogram Bus visits
Conducts monthly site meetings
Analyze medical center effectiveness and implement new systems and programs specific to meet the needs of the individual medical center in collaboration with the Director of Clinical Operation (DCO)
Strategic planning, management meetings, special projects, administrative paperwork
As part of the organizational management team, helps establish operational goals for the clinic and maintain progress towards meeting or exceeding these goals
Maintains and manage the providers schedules and templates
Manage and monitor the UDS monthly report to ensure all required information is collected and entered accurately
Manage and approve front office staff and providers time (in coordination with CMO) in the payroll system
Maintains all policies and procedures for the operation of the clinic, assuring compliance with Federal, State and Local regulatory requirements
Communicates and works cooperatively with providers to ensure smooth operation of the clinic, customer satisfaction and provider productivity is met
Acts as liaison with local community resources to maintain and advance good community relations and coordinated activities

Facilities management including:
Effective and efficient utilization of space
Ensuring safety of staff, patients, and visitors
Working with appropriate personnel to ensure proper maintenance of facilities
Assist with emergency preparedness activities in the site

Manage scheduling efforts including:
Patients – ensuring optimal patient flow and access to timely care
Physicians, Practitioners and Dentists
Managing utilization of translation services
Ensure excellence in customer service and patient satisfaction
Ensure compliance of regulatory requirements using the tools, knowledge and services of other organization departments
Knowledge of specifics of vendor contracts pertaining to site specific management issues (i.e. Cleaning, maintenance, pest extermination, copy machines, etc.)

Fiscal Management-Responsible for fiscal management of the center

Coordinate revenue enhancement efforts in the medical centers
Oversight of inventory through accurate and timely supply ordering
Management of daily copay collections
Management of the Daily Batch Process and deposits
Management/ Audit of Sliding Fee Scale process (applications and recertification’s)

Human Resources-Responsible for Hiring, Orienting, Training of Personnel and motivating all staff

Evaluation of staff performance and addresses issues, including disciplinary procedures when necessary
Supervising, Coaching and, Development of Personnel
General knowledge of applicable labor laws

System Management-Responsible for multiple center management systems to ensure daily center management.

Practice Management
Electronic Health Record
Electronic Dental Record
Payroll System
Others as Appropriate
Onsite first responder to site issues/concerns
Provide support and act as a change agent for the site
Involving others within the organization that can support improvement and max use of the system
Identify challenges with the current use of the system
Promote consistency of use by all users
Training – establish and update as necessary
Perform other duties as assigned or become necessary by supervisor.


Manage site and supervise non-clinical staff


Associates degree in Business Management or Healthcare required; BA/BS preferred
Five (5) years’ experience in a health care/dental administrative role
proficiency in MS Word, Excel and Outlook; PowerPoint, Access and Misys practice
Excellent billing/collection knowledge and experience.
Strong computer skills with knowledge of Microsoft Word, Excel, and Performance Management Systems.
Excellent work history with proven track record.
Professional, clean, neat appearance.
Must be willing to travel to other sites within Advance Community, to assist other facilities.

Attention to Detail: ability to achieve thoroughness and accuracy when accomplishing a task
Auditable Documentation: ability to document transactions and processing in accordance with organizational standards
Planning & Organization: ability to effectively plan and organize your work to achieve objectives and deadlines
Effective Communication: ability to effectively communicate orally, written and using active listening skills with all levels of the organizations, vendors, partnering organizations, and patients.
Flexible & Adaptable: ability to shift with changing priorities and embrace change
Customer Focused: proactively and promptly responding to customer needs, offering as much information as needed and providing results that the customers value.
Team Oriented: ability to work collaboratively with others to achieve common objectives

Any physical demands of a position should be listed in this section. The physical demands described here should represent those that must be met by the incumbent to successfully perform the essential duties and responsibilities of this job with or without a reasonable accommodation. A physical demand is one where the incumbent is required to stand for long periods of time, lift heavy objects on a regular basis, do repetitive tasks with few breaks, and so forth.

Example: While performing the duties of this job, the employee must be able to sit for long periods of time, stand, walk, and occasionally lift and/or move up to 25 pounds and occasionally roll or move up to 50 pounds. The employee will work on a computer and simultaneously use the telephone and must have good hand/finger dexterity. Specific vision abilities required by this job include close vision and ability to adjust focus.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is normal.

Example: This position will be located in an open work station where frequent distractions may occur.