Office Manager

The Office Manager provides administrative oversight, business management, and program development for the OBGYN ambulatory services, with additional responsibility for supervising and coordinating administrative and financial records across the Medical Group. Serving as the administrative liaison for the department, the Office Manager ensures optimal patient access, customer satisfaction, and cost-effective operations.
Working in collaboration with the medical and administrative directors in a matrix management model, this role supervises assigned administrative and clinical support staff, establishes procedures and standards to improve practice efficiency and effectiveness. The Office Manager also identifies opportunities to grow patient volume and expand services while maintaining fiscal responsibility.

JOB SUMMARY:

The Office Manager supervises, coordinates and monitors administrative and financial records for the Medical Group, Adult Medicine Practice. The successful candidate may directly supervise up to six full-time employees and will serve as the administrative liaison for the entire department.

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Ensure that the office runs smoothly, efficiently and professionally.
• Assist with new hire onboarding, orientation, training, supervising, and assig tasks to appropriate staff.
• Manage workflow and monitor 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.
• Coordinate and maintain monthly schedules for department coverage (time off, on call, etc). Review employee hours against the scheduled time to work and tracks leaves and vacation/sick time for the Department.
• Monitor performance of clerical staff and compliance with departmental procedures and provide input in annual performance appraisals.
• Serve as first point of contact for benefit and payroll questions for all department employees.
• Work with managers and staff to resolve employee relations issues, drawing on appropriate BMC resources. In absence of the practice manager or director, may participate as a representative of the department in labor disputes or union negotiations.
• Maintain and supervise the maintenance of departmental files, manuals and records.
• Generate and disseminate daily patient census report. Run monthly billing reports (RVUs, session count) and financial reports.
• Create reports, spreadsheets, agendas, presentations, meeting minutes and other correspondence requested.
• Plan, organize and coordinate departmental receptions, meetings or functions, obtaining assistance as necessary.
• Handle telephone calls for the department and uses a professional and courteous speaking manner while on the phone.
• Monitors and maintain inventory of office supplies, medical supplies, and equipment.  Purchase as needed and stay within established budget. Keep office equipment in working order and contact vendors or IT, as necessary, for repairs or replacements.
• Manage purchasing, reimbursements, invoices and accounts payable for the department.  Assist with monitoring departmental budget and account balances, help managers to stay within approved budgets, and document all approved variances.
• Maintain open communication lines with other departments. Act as liaison with internal and external customers.
• Provide recommendations to administrative office systems to improve office productivity and cost effectiveness.
• Meet hospital-wide standards in the following areas:
  • Conform 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.
  • Utilize hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.
  • Follow established hospital infection control and safety procedures.
• Perform other related duties as needed.

Job Requirements

REQUIRED EDUCATION AND EXPERIENCE:

Bachelor’s degree or equivalent combination of education and experience. At least three years minimum experience in a similar office setting.

PREFERRED EDUCATION AND EXPERIENCE:

Three years of supervisory experience preferred.

Equal Opportunity Employer/Disabled/Veterans

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