Job description
POSITION SUMMARY:
The Office Manager supervises, coordinates and monitors administrative and financial records for the assigned department. Directly supervises 3 to 6 full-time employees and is the administrative liaison for the entire department.
Position: Office Manager
Department: Geriatrics Clinic
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
JOB REQUIREMENTS
EDUCATION:
EXPERIENCE:
KNOWLEDGE AND SKILLS:
Req id: 29497
The Office Manager supervises, coordinates and monitors administrative and financial records for the assigned department. Directly supervises 3 to 6 full-time employees and is the administrative liaison for the entire department.
Position: Office Manager
Department: Geriatrics Clinic
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
- Ensures that the office runs smoothly, efficiently and professionally on a daily basis.
- Assists with new hire orientation, training, supervising, and assigning tasks to assigned staff.
- Oversees billing and support staff to ensure that timely billing & collection guidelines are met and weekly trend reports for REQ and TES edits are complete.
- Coordinate job assignment and staff work load distribution.
- Acts as the billing liaison for the department of Geriatrics and DOM billing section to resolve issues.
- Runs reports to track issue resolution.
- Demonstrates responsiveness.
- Runs Section trend reports and serves as a resource to physicians, practice and administrative staff on billing and reimbursement.
- Manages work flow and monitors quality of work of the assigned group to ensure an efficient operational flow, timely completion of assignments and adherence to department's standards and regulations.
- Coordinates and maintains the monthly schedule for department coverage.
- Tracks and collects employees' hours; reviews employee hours against the scheduled time to work, tracks leaves and vacation/sick time for the Department.
- Submits weekly timesheets to the manager/director, and in the absence of manager/director, submits timesheets to Payroll Department.
- Monitors performance of clerical staff and compliance with departmental procedures and provides input in annual performance appraisals.
- Serves as first point of contact for benefit and payroll questions for all department employees.
- Works with managers and staff to resolve employee relations issues, drawing on appropriate BMC resources.
- In absence of the director, may participate as a representative of the department in labor disputes or union negotiations.
- Maintains and coordinates director and manager's calendar.
- Schedules meetings, coordinates audio-visual and technology requirements, orders catering services, etc., as needed.
- Analyzes, categorizes and prioritizes correspondence; responds to communications on behalf of the Manager or Director; acts with a high level of independence in determining appropriate course of action.
- Maintains and supervises the maintenance of departmental files, manuals and records.
- Creates reports, spreadsheets, presentations and other correspondence requested.
- Plans, organizes and coordinates departmental receptions, meetings or functions, obtaining assistance as necessary.
- Handles telephone calls for the department and uses a professional and courteous speaking manner while on the phone.
- Monitors and maintains inventory of office supplies and equipment.
- Purchases as needed and stays within established budget.
- Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.
- Manages purchasing, invoices and accounts payable for the department.
- Manages subscriptions.
- Assists with monitoring departmental budget and account balances, helping managers to stay within approved budgets, and documenting all approved variances.
- Maintains open communication lines with other departments.
- Acts as liaison with internal and external customers.
- Provides recommendations to administrative office systems in order to improve office productivity and cost effectiveness.
- Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care is provided; Utilizes hospital's behavioral attributes as the basis for decision making and to support the hospital's mission and goals.
- Follows established hospital infection control and safety procedures.
- Performs other related duties as needed.
JOB REQUIREMENTS
EDUCATION:
- Bachelor's degree or equivalent combination of education and experience.
EXPERIENCE:
- At least three years minimum experience in a similar office setting. Three years of supervisory experience preferred.
KNOWLEDGE AND SKILLS:
- Comprehensive knowledge of all procedures, systems, and equipment used in billing, registration or managed care.
- Strong organizational, interpersonal and communication skills.
- Leadership ability to guide, direct, and mentor staff.
- Must effectively communicate in a highly professional manner.
- Requires strong computer proficiency with Microsoft Office applications-Word, Access, Excel, PowerPoint; E-mail. Web/Internet. Ability and willingness to become proficient with Co-Path and other applications.
- Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as with outside clients and vendors.
Req id: 29497
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