Medical Office Manager - Illumination Foundation

“Every person deserves compassion, dignity, and the safety of a place to call home.”
Homelessness is the largest social and public health crisis in California. Illumination Foundation (IF) is a growing non-profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IF currently has 13 facilities with 22 micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.

Job Description
The Office Medical Manager is responsible for the smooth and efficient operation of the medical office. This position involves managing workflow, supervising medical staff, coordinating schedules, and providing support to both clients and staff. Key responsibilities include overseeing front office and back-office procedures, delivering exceptional client care, handling operational tasks. managing medical records, and ensuring compliance with healthcare regulations and insurance requirements. 

The pay range for this position is $24.00 - $26.00 per hour, depending on experience. 

 

Responsibilities
Appointment Coordination: Schedule and adjust appointments to maximize client needs and patient satisfaction. This includes managing urgent scheduling needs, follow-ups, and collaborations. 

Patient Relations: Act as the primary point of contact for patient complaints, concerns, and inquires, ensuring prompt resolution and improving the overall patient experience. 

Administrative and Office Operations/ Office Oversight: Coordinate: Coordinate daily front office operations, ensuring that all administrative tasks are completed accurately and efficiently. 

Staff Management: Oversee and train front desk and administrative staff on best practices, office protocols, and customer service standards. Manage schedules and assign responsibilities to support seamless office operations. 

Inventory and Supplies Management: Track office inventory, order medical and office supplies, verify deliveries, and maintain relationships with vendors to ensure cost-effective procurement. 

Documentation and Records Management: Oversee the maintenance and organization of patient records in the EMR system, ensuring timely and accurate documentation in line with HIPAA regulations. 

Compliance, Safety, and Confidentiality Regulatory Compliance: ensure that office operations comply with state and federal regulations, including OSHA and HIPAA. Conduct routine checks and implement necessary updates to maintain compliance. 

Safety Protocols: Promote and enforce a safe work environment by conducting regular inspections, ensuring equipment is maintained, and addressing any safety hazards promptly. 

HIPAA Compliance: Educate staff on HIPAA requirements, monito, adherence to confidentiality guidelines, and respond to any breaches swiftly and effectively. 

Operational Efficiency and Improvement/Process Improvement: Continuously evaluate office workflows, identify areas for improvement to streamline operations, reduce waiting times, and enhance patient satisfaction. 

Team Collaboration and Leadership/Interdepartmental Coordination: Serve as a liaison between medical staff, physicians, and other departments, ensuring smooth communication and coordination to support patient care. 

Training and Development: Organize regular training sessions for administrative and support staff on updated office policies, compliance standards, and software tools. 

Problem-Solving and Decision Making: Tackle day-to-day operational Challenges with a solution-focused approach, making real-time decisions to keep the office running smoothly. 

 

Preferred Experience/Minimum Qualifications

Required:

• Minimum 3 years of experience in a medical office or healthcare setting. 
• Previous management experience preferred. 
• Certification in Medical Office Management and Medical Assistant.

Preferred:

• Bachelors Degree in healthcare administration, Business Administration, or a related field. 

Benefits

• Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan
• Dental and Vision Insurance
• Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
• Employee Assistance Program
• Professional Development Reimbursement
• 401K with Company Matching
• 10 days vacation PTO/year
• 6 days sick PTO/year
• 10 days holiday PTO/year
• Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans

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