POSITION DESCRIPTION
Position: Office Manager
Department: Clinical/Billing
Location: Lanham, Laurel, and Greenbelt
Reports to: Director & CEO
Job Summary
Responsible for the operations and administration side of a medical office. Ensures office is running smoothly by supervising office staff, hires, terminates, and trains employees, and oversees the billing portion of the office.
A medical office manager, also known as healthcare office manager, is someone who is in charge of the overall business operations, whether in a large hospital facility, clinic or medical office. In a group practice, a medical office manager oversees an administrative staff consisting of medical receptionists, billing and medical records technicians. In a smaller setting, a medical office manager may do all the work himself and may hire a temporary worker to cover for days off.
Duties and Role
A medical office manager is responsible for training office staff, addressing staff issues, conducting performance reviews, as well as directly supervising and actively participating in the proper functioning of the office. They will ensure the facility is clean and oversees the selection of equipment used in the facility and ensures that it is working properly. A Medical Office Manager also supervises the selection and ordering of supplies. She oversees the financial aspects of the business, such as billing, banking and accounting. She also ensures that her staff uses the correct coding when designating the diagnosis or results of procedures used. It may also be necessary for the medical office manager to use contractors and vendors for their services, such as billing agencies and accounting services. A medical office manager also makes sure that educational pamphlets and brochures of services are readily available for patients. She oversees the development and implementation of a marketing practice while maintaining an appropriate office environment,
Responsibilities Include
- Office Management of the infusion center
- Assists directors and upper level management
- Monitoring project and activity status and ensuring matters are brought to satisfactory conclusion.
- Monitor site budget
- Oversee billing, coding, and collections: Oversee billing, coding, and collections Submit claims to insurance, process company's response to claims/appeals and submit billing statements to patients
- Material and medication inventory management
- Prior authorization, intake and pre-determination management
- Insurance verification
- Assists with the development and implementation office policies and procedures
- Supervises office staff and clinical staff
- Collaborates with interdisciplinary team to ensure patients receive quality care
- Generates analysis, financial and inventory records
- Ensure compliance with current healthcare regulations, medical laws and high ethical standards
- Manage and maintain staffing calendar and oversees the management office staffing
- Maintain medical and staff records
- Arrange cleaning staff and emergency maintenance services as necessary
- Accounting, data and administrative processes and principles
- Assist with third party vendor contracts
- Ensures matters between members, employees, payers, providers and community relations are maintained.
- Performs in-depth research and analysis, independently or in collaboration with the executive department, billing, clinical and HR and other departments, Board or functional areas to develop and review process and procedures, ensuring adherence to policy and recommending change or improvement as appropriate.
- Maintains the corporate calendar.
- Oversees the collection and organization of material required for performing patient care, examinations and audits.
- Routinely interacts with clients and maintains direct reports
- Routinely interacts with outside organizations (physician practices, professional, non-profit, philanthropic, etc.
- Hire, terminate, and train staff in a medical office
- Supervise secretaries, receptionists, and medical billers and coders
- Schedule appointments
- Make bank deposits and maintain bank records
- Aid in reconciliation of account information
- Pay medical office bills for whole sale and supplier accounts
- Delegate responsibilities
- Assess employee performance
- Perform data entry and processing
- Formulate objectives and processes
- Provide educational material for patients
- Interdisciplinary between patients, provider, payers and 3rd party agencies.
Essential Skills:
- Reliability and discretion: you will often learn of confidential matters
- Adaptability
- Communication, negotiation and relationship-building skills
- Organizational skills
- IT skills
- Problem solving skills
- Initiative
- Leadership and the ability to ‘make things happen’
- Budgeting skills
- Attention to detail
- Scan data into a computer and save it to a HIPAA compliant database
- Electronically filing health insurance claims
- Draft, update and maintain consumer, trainee, and contractor contracts.
- Maintain confidentiality of client records while following HIPAA guidelines.
- Preferred Knowledge, Skills, and Abilities
- Ability to work independently under minimal supervision.
- Commitment to providing excellent customer service in all job-related interactions.
- Flexibility when dealing with changes in priority and work-related interruptions.
- Ability to maintain a professional demeanor when dealing with difficult and/or tedious assignments.
- Detail oriented.
- Ability to communicate effectively verbally and in writing.
- Familiar with Microsoft Office and Google Suites.
- Previous experience in Office Administration.
Requirements
- Language Skills: Requires excellent verbal and written skills, and an ability to proofread and edit work from all levels and functions of the organization. Ability to read and interpret financial and billing reports, business documents, operating and maintenance instructions, and procedure manuals.
- Ability to write reports and correspondence whether verbally or in writing.
- Draws on corporate knowledge and an awareness of activity within the organization in order to participate in and accurately produce records of proceedings or discussions, understanding the broader context within which such events occur.
- Knowledgeable of medical terminology and acronyms commonly used in day to day communication of staff, policymakers and others involved in the medical system.
- Ability to communicate sensitive information and adhere with HIPPA compliance.
- Ability to speak effectively before groups of employees of organization.
- Reasoning Ability: Ability to apply common sense understanding to carry out written or oral instructions
- Ability to define problems, collect data, establish facts, and draw valid conclusions, involving a few concrete variables in standardized situations.
- Mental Demands: While performing the duties of this job, the employee is continuously required to be alert, remember a significant amount of details, concentrate, exercise judgment, read, write, reason, and take initiative to start and complete tasks, and exercise patience.
- The employee is frequently required to solve problems, analyze situations and apply common sense to resolve issues.
- The employee is occasionally required to be persuasive and negotiate.
- Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and calculate figures and amounts such as percentages. Must be able to routinely create and maintain database and spreadsheet files.
- Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Physical Demands: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- The employee must occasionally lift and/or move up to 25
Pay: From $20.00 per hour
Medical Specialty:
Work Location: In person
