Office Manager, Physician Practice - 33017

Doylestown Hospital - Doylestown, PA (30+ days ago)3.4


PURPOSE OF JOB: Coordinates, supervises, and maintains responsibility for physician practice under the VIA Affiliates. Ensures professional, courteous, timely, and accurate functioning of all office and billing activities. Provides leadership and expertise to the office staff and administrative support to physicians and other providers. This is a matrix reporting position: the Practice Office Manager reports to both the VIAA Director and the Physician in Charge of the Practice.

ESSENTIAL FUNCTIONS:
Management and supervision of personnel responsible for the following functions. The Practice Office Manager may or may not have to personally perform the following functions, but is responsible for ensuring that these functions are effectively and efficiently performed at all times:

1. Telephones

2. Computers

3. Office Procedures

4. Patients

5. Schedules

6. Billing

Responsible for essential HR functions within the practice:
Works with the VIAA Director in any strategic and planning process affecting the Practice Administrator's Practice and the VIAA as a whole.

JOB CRITERIA AND PERFORMANCE STANDARDS:
The Practice Office Manager may or may not have to personally perform the following functions, but is responsible for ensuring that these functions are effectively and efficiently performed at all times:

Telephones

Answer phones in a professional and courteous manner

Schedule patients according to office policy

Update telephone and answering service information semi-annually

Retrieve messages from answering service daily and route/return calls as appropriate

Forward phones to service at the end of the day according to office schedule

Computers

Maintain information and updates for NextGen, Navinet, and other applicable programs

Collaborate with MIS to download applications

Troubleshoot problems with computers, printers, fax machines with Administrator's knowledge

Office Procedures

Close office at the end of the day

Monitors employees' time cards

Coordinate staff office schedule

Act as resource to staff and physicians

Reconcile daily receipts and send fee slips and corresponding reports to billing office

Prepare and make bank deposits

Maintain and update HIPAA compliance, patient information sheets (both incoming and outgoing)

Maintain and update employee information with Human Resources

Maintain and update providers' CV and CEU/CME information

Prepare packets for Surgery Center and Doylestown Hospital

Monitor all office petty cash

Maintain all contracts for outside vendors and advise Practice Office Manager of status

Coordinate pre-operative and intra-operative procedures, i.e, Women's Diagnostic Center, Nuclear Medicine, and Bronchoscopy

Prepare all new patient information for physician review prior to patient appointment

Prepare weekly surgical schedule cards for providers

Patients

Set up appointments for new patients, rechecks, and post-operative

Direct patients to pick up films

Order films prior to patient appointment

Request and/or send medical records as appropriate

Check all charts for proper/complete information prior to appointment

Prepare FMLA and short-term disability paperwork for patients

All functions related to scheduling patient surgeries

Obtain pre-certifications and referrals or all required insurances

Coordinate with Emergency Department for emergency consults and/or follow up visits

Schedules

a. Track and maintain all hospital consults, admissions, and ER visits

b. Maintain coordination between physician, OR, and office patient schedules

c. Track and maintain schedules for all providers for OR, office patients, Emergency Room,

private appointments. Troubleshoot any day-to-day changes.

Program schedules 3 months ahead on NextGen to correlate with physician's schedule

Maintain surgery log and daily operations

B. Responsible for essential HR functions within the practice:

Performance evaluations of all personnel

Recommendations for promotions, disciplinary action, special commendations, etc.

Recommends training programs for individual performance improvement and greater practice effectiveness.

C. Works with the VIAA Director in any strategic and planning processes affecting the Practice Administrator's Practice and the VIAA as a whole.

Attends meetings as requested or required by the VIAA Director

Attends continuing educational programs as requested or required by the VIAA Director

Participates in VIAA wide initiatives as requested.