Job Summary:
The Office Manager plays a crucial role in ensuring a seamless and positive experience for patients. This position is responsible for overseeing the day-to-day operations of the back office and is focused on providing excellent customer service. The Office Manager leads a team of medical assistants, coordinates patient scheduling, and manages administrative tasks to create a welcoming and Office environment for all patients. Reports to the Director of Satellites.
Duties/Responsibilities:
- Greet and assist patients, visitors, and vendors in a friendly and professional manner.
- Ensure all interactions in the back office are conducted with empathy, courtesy, and patience.
- Manage patient inquiries, concerns, and complaints promptly and effectively.
- Maintain a high level of customer service to enhance the overall patient experience.
- Train, and manage clinical staff
- Provide support, and feedback to staff, fostering a positive and productive work environment.
- Enforce office policies and procedures for the medical assistants.
- Oversee the appointment scheduling process and collaborate with clinical staff to optimize patient flow and minimize wait times.
- Assist in rescheduling or accommodating urgent patient requests.
- Maintain confidentiality and accuracy of patient records and information.
- Oversee the check-in and check-out process, ensuring complete and accurate documentation.
- Facilitate insurance verifications, prior authorizations, and billing inquiries.
- Manage clinical inventory and supplies, ensuring that all necessary materials are readily available.
- Coordinate with providers and assist in meeting Quality Health Metrics and HEDIS Metrics.
- Oversees Vaccine inventories.
- Coordinate with other departments within the medical office to address patient needs.
- Organizes schedules for medical assistants and Providers.
- Performs other related duties as assigned.
Required Skills/Abilities:
- Communication and converse clearly over the telephone and in person.
- Knowledge of data entry skills. Job Title: Office Manager Rev. 2023
- Must be articulate and personable.
- Ability to use mature judgment in the performance of duties.
- Organization and time management skills to manage a variety of tasks effectively.
Education and Experience:
- Bachelor's degree in business administration or a related field preferred.
- Previous experience in a medical office setting and customer service is highly desirable.
- Strong leadership and supervisory skills.
- Excellent communication and interpersonal skills.
- Proficiency in using office software, electronic health records, and scheduling systems.
- Ability to work under pressure and maintain composure during busy periods.
- Knowledge of medical billing and coding procedures (preferred but not required).
Physical Requirements:
- Frequent exposure to communicable diseases and other conditions common in a clinic environment.
- Prolonged periods of sitting and standing.
- Occasional lifting and carrying of office supplies or materials.
