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.
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:
3. Office Procedures
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:
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
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
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
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
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.