Job description

The Office Manager (OM) is responsible for providing superb managerial guidance to the entire team to ensure a pleasant work environment for the office. The OM will assist the Clinic director with overseeing a staff of (5) doctor, nurse, medical assistants, two front desk rep from an administrative level. Build and use existing systems to help management and employees through a variety of tasks related to organization and communication. Manage all aspects of the front desk including but not limited to patient check in/out, scheduling all appointments, verifying insurance, answer phones, accounts receivables, and various other administrative tasks. This is a full-time position that will require approximately 40-50 hours per week and will work directly with the Owners, Medical Director.

Must be self-motivated, self-starter, critical thinking skills, articulate and have confidence in talking about treatment and collecting money from patients. Must have experience with insurance (deductible, co-pay, co-insurance, out-of-pocket, etc.), Experience as an Office Manager is required and Bilingual is a plus! Ultimately, the Office Manager should be able to ensure the smooth running of the clinic and help to improve the company procedure and day-to-day operations.

Experienced candidates for the Office Manager position, responsible for all aspects of the clinic.

The essential duties and responsibilities for the position of Aesthetics Manager:

Training: Coordinate all employee medical clinic training to ensure compliance as it relates to HIPAA, OSHA, as well as all internally developed protocols.

Coaching: Effectively coach staff to provide consistent and exceptional medical services that match our brand standards.

Sales Management: Weekly/Monthly/Qtly/Yrly. Quota’s to obtain and exceed. Help with quotes, specials, packages, etc.

Client Service: Deliver exceptional client service, provide prospective clients with appropriate information, ensure that any adverse events are handled appropriately and expeditiously, and be responsible for addressing any service defects.

Standard Operating Procedures: Be responsible for the organization and maintenance of our standard operating procedures (“Our Playbook”). Help to develop new processes and procedures as needed in partnership with owners and medical staff. Drives to meet and or exceed department goals daily

Software Management: Patient Now, Office365, Outlook, Marketing Platforms etc.

Inventory Management: Responsible for all medical inventory levels and ordering. Ensure that appropriate inventory level is maintained.

HR Management: Administration duties including but not limited to payroll, scheduling, answering phones, auditing contracts and charts, etc.. employee relations, such as, reviews, disciplinary actions.

Collaborate with Social Media and Brand Staff: on medical marketing plan and various promotions and be the point person for events, organizing promotions with suppliers and vendors.

Product + Service Knowledge: Become an expert on medical services and best practices

Budget: Work with owners on creating a medical budget and adhering to it on a monthly basis

Project Management: Must be able to create and execute actionable project plans for the roll out of new locations or new business initiatives.

Equipment: Coordinate all medical equipment purchases, sanitation schedule, maintenance, and warranties.

Scheduling: Will be responsible for determining the schedule of our medical staff for the providers including working with them on vacation coverage, optimizing schedules to maximize revenue and more. Follows up with previous guests to renew interest

Booking: Will be the liaison with our team and front desk staff to ensure that they have the capabilities of properly scheduling medical spa services and checking these clients out at the front desk. Sells and closes on the value of our services to guests during the initial consultation

Duties and responsibilities:

• Evaluate and review office production and procedures to develop new ways to improve efficiency with office operations, patient retention and profitability.
• Analyze and organize office operations and procedures, including but not limited to, bookkeeping, billing, cash flow, preparation of payrolls and other administrative duties.
• Analyze with the practice owners and bookkeeper: P&L and balance sheet
• Develop and implement office budgets and manage procurement of general office supplies and equipment.
• Recruitment, retention and termination of staff.
• HR to assess, investigate and resolve employee issues.
• Present treatment plans to patients
• Maintain advanced knowledge of software systems to compile, store and retrieve data for managerial reporting to owners.
• Ensure compliance with all relevant state of florida laws, ensure a safe work environment by complying with all local, state and federal health and safety regulations and laws, and ensure compliance with office and company policy and procedures.
• Maintain company policy handbook and update as necessary
• Perform other duties as assigned or necessary to support the office/company.
• Execute all strategic plans set forth by the owners to continue to expand and grow the practice in their vision.
• This position will participate with the other team members to contribute to and support the owners practice vision and goals, business plan, standard operating procedures, team culture and policy and thus requires personal and professional integrity and work ethics.

QUALIFICATIONS AND EXPERIENCE:

• Experience reporting to and successfully supporting executives and professionals
• High level of organization skills to handle time bound actions and multiple management scheduling calendars.
• High level of interpersonal skills to handle sensitive and confidential situations and documents.
• Attention to detail in composing, typing and proofing materials.
• Excellent spelling, grammar and both written and verbal communication skills.
• Excellent telephone, oral and written communication skills.
• Proficient time management skills and ability to manage multiple priorities and deadlines.
• Collaboration skills.
• Training and articulating to team members how to improve their roles and contribution to the practice
• Previous Healthcare management experience preferred but not required

Secondary

· · Patient check-in (when needed)

· · Answers phone calls

· · Prepares new patient consults and sends applicable documents needed for appointment

· · Prepares packets for all departments

· · Prepares consent forms for in-office procedures (endocrine services, nutrition, IV Therapy, & etc.). Verify that the patients have signed consents on file (existing patients).

· · Greets patients warmly upon arrival, determines needs, and ensures efficient transfer of care to other staff members as appropriate. Offers patients something to drink. Advises of any delays in schedule

· · Confirms with each patient upon each visit that patient information on file with the practice is accurate and up-to-date. Accurately records updates and corrections as needed. Obtains patient signatures on appropriate forms as well as a copy of new patients’ ID

· · Bring patients to the consult rooms & post op rooms

· · Regularly checks patients in the waiting room (or consult rooms) to ensure each is comfortable. Reassures those patients subject to excessive waits and informs clinical staff of status as needed.

· · Ensures furnishings and brochures are orderly and clean.

· · Straightens waiting room throughout the day. Makes sure that the consult rooms are clean (especially mirrors and the floor in the second post-op room)

· · Cleans patients’ rooms after each appointment

· · Stocks patient and surgery pamphlets.

· · Collects payments and prints receipts

· · Files charts and paperwork as needed after verifying that all consults’ forms are properly filled out.

· · Answer telephones, screens calls, and takes accurate messages

· · Answers phone calls

· · Takes appointments

· · Places telephone calls to no-show appointments; reschedules as needed

· · Calls patients to remind them of the following day’s appointments

· · Processes Active Campaign leads according to responsibility schedule (if applicable)

Job Type: Full-time

Salary: From $30.00 per hour

Medical specialties:

• Physical & Rehabilitation Medicine
• Primary Care
• Surgery

Schedule:

• 12 hour shift
• Monday to Friday
• On call
• Overtime
• Weekends

Experience:

• Management Experience: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

Work Location:

• Multiple locations

Job Types: Part-time, Contract, Temporary

Pay: $19.28 - $23.22 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Medical specialties:

• Medical-Surgical
• Primary Care
• Urgent Care

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Sarasota, FL 34239: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Medical office management: 5 years (Required)

Work Location: In person

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