JOB SUMMARY: This position reports to the Operations Manager, who in turn reports to the Chief Operations Officer. The incumbent provides support to the Operations Manager in providing centralized support functions, in such areas, as supplies, furniture and equipment management, managing systems for effective communication of information within the site, and other duties as assigned by the office manager. The incumbent also acts as the Office Manager in his/her absence.
ESSENTIAL FUNCTIONS:
1. Assist in the planning, coordination, and evaluations of work assignments of non-medical personnel at the facility.
2. Provides back-up support to office manager and to non-medical staff as needed.
3. Assist office manager in the coordination of work changes, space assignments, non-medical staff duties, equipment needs, training, etc. as required.
4. Provides input and support in the coordination of the center's budget and the implementation of cost saving measures.
5. Assist employees, supervisors, and department heads to settle work-related conflicts through advice and recommendation.
6. Responsible for the supervision of front desk personnel and the day-to-day front desk functions to ensure effective and efficient patient flow.
7. Assist customers with problems areas relating to customer service; coordinates efforts and interfaces with other departments to resolve problems.
8. Oversees opening and closing activities each day; assures that the answering service is activated and deactivated each day; as well as securing and distributing messages timely from the service.
9. Provides assistant and/or perform staff evaluations as assigned.
10. Monitors, orders and delegate duties of ordering supplies for site per policy and procedure guidelines.
11. Serves as custodian of building keys.
12. Provides assistant for the maintenance and upkeep of the facility. Identifies and reports problems and coordinates their resolutions with the Operations Manager.
13. Performs other duties related to another job title (i.e., Intake Clerk; Head Receptionist; Medical Records; etc.) when not serving in the capacity as Assistant Office Manager.
14. Assumes responsibility for the proper application of established personnel policies and procedures, including safety and health regulations.
15. Other duties as delegated and assigned by the Operations Manager and/or COO.
The incumbent is authorized to take any reasonable action necessary to carry out assigned responsibilities, provided that such action is consistent with position guidelines as outlined. May effectively recommend, but does not have final authority in matters relating to hiring, formal commendatory or disciplinary action, or termination.
HEALTH AND SAFETY REQUIREMENTS: The health and safety requirements describe here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
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Must adhere to and comply with safety regulations, personnel policies and procedures.
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Must receive Safety and Hazardous Communication training annually.
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Knowledgeable of OSHA and CLIA requirements to assure compliance; and exercise universal precautions.
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Receive annual health immunization updates, including TB skin tests and for clinic staff, hepatitis B series.
PERFORMANCE STANDARDS: Performance will be evaluated by the Operations Manager annually; wherein a satisfactory overall rating is considered as a minimum acceptable level of performance.
CUSTOMER SATISFACTION REQUIREMENTS: Must provide the very best customer satisfaction to patients, visitors and other staff at all time in a professional and courteous manner.
- Provides assistance in resolving customers’ problems
- Coordinates efforts and interfaces with other departments to resolve problems
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Actively protects customer confidentiality
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Actively keeps environment clean and safe with a professional and welcoming image
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Always treats customers as welcome guests and provides a warm and sincere greeting
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Consistently presents a professional appearance in dress and grooming by adherence to dress code policy
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Effectively and regularly demonstrates the values of the organization
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Effectively involves customers in decisions that affect them
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Follows through in a timely manner of commitments made to customers
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Taking ownership of your attitude toward Service Excellence.
PROTECTED HEALTH INFORMATION (PHI) ACCESS: RESTRICTED- For purposes of HIPAA Compliance there are 4 workforce categories, which define the level of access to PHI that is granted to the incumbent. This position is classified under ADMINISTRATIVE STAFF and therefore granted RESTRICTED access- to be defined according to the purpose for which use or disclosure is intended.
PRIVACY RULE COMPLIANCE REQUIREMENTS:
- Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
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Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.
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Must comply with Privacy Rule guidelines by learning to protect FPHC patient’s medical privacy.
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Must comply with Privacy Rule guidelines by appropriately maintaining our patient information in compliance with national standards.
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Must comply with Privacy Rule guidelines by providing appropriate security of FPHC patient records.
QUALIFICATIONS:
EDUCATION/EXPERIENCE: An associate or bachelor's degree in business administration or management with three (3) years' work experience or any acceptable combination of education, training and management experience in a medical setting. Possess knowledge of company policies, and management techniques.
KNOWLEDGE, SKILLS AND ABILITIES: Planning, coordinating, and directing varied administrative operations; speaking clearly and effectively; writing legibly and effectively; supervising, training, and evaluating assigned employees. Possess the ability to manage time and resources wisely. Possess the ability to organize and communicate clearly and effectively to customers, staff members and visitors.
PHYSICAL/MENTAL DEMANDS: Requires eye-hand coordination and manual dexterity. Require the ability to distinguish letters or symbols. Require the use of office equipment, such as copier, computer terminals, keyboards, telephones, calculators or fax machines. Require normal vision range. Require frequent standing, sitting, bending stooping or stretching.
