Office Manager - Healthcare Network

1. Supervises staff and oversees daily office operations.

1. Establishes staff schedules, allocation of staff, and assures effective patient care.
2. Trains and rotates office staff through various office duties to ensure cross- coverage in all job areas.
3. Assesses staff performance. Completes a 30, 60, 90 day review on all new hires and annual review on established employees.
4. Oversees daily deposits and ensures batch reports/encounters are sent to the Finance Department accurately, and timely (Bank Deposits Naples Only).
5. Conducts office staff meetings regularly.
6. Monitors Kronos on a daily basis, adding any edits, request for leave within 24 hours and limiting overtime. All Kronos time should be approved within HR protocol.
7. Oversees inventory and ordering of office supplies.
8. Works with Finance to approve pending invoices in a timely manner.

1. Verifies all timesheets for salaried employees are sent to Human Resources by Friday payroll week.

Ensures All Staff:

1. Answers telephone in a timely and polite manner, preferably within three rings.
2. Routinely demonstrates superior customer service skills.
3. Communicates with customers in a courteous, professional, cooperative and mature manner.
4. Recognizes and responds appropriately to violent/abusive situations, bomb threats, fire and emergency situations.
5. Accurately takes messages and conveys information to recipient.
6. Transfers call to physicians and clinical staff when medically indicated.
7. Protects patient confidentiality per policies and procedures.
8. Observes and practices confidentiality policies and procedures.
9. Scans information into Electronic Health Record.
10. Assures batches are sent on time and correct (medical and encounter batches).
11. Categorizes, dates and labels loose medical documents.
12. Accurately imports financial documents into patient's Electronic Health Record.
13. Demonstrates the ability to collect medical office charges, post charges to patient accounts and accurately manage cash drawer.
14. Accurately enters procedures codes with correct diagnosis.
15. Runs error reports and makes corrections as needed, twice daily.
16. Accurately reconciles charges for the day.
17. Accurately prepares daily deposits.
18. Correctly prepares daily batch reports/encounters for Finance Department.
19. Investigates and accounts for missing encounter forms.
20. Runs open encounter report daily.

Ensures:

2. Performs Environment of Care functions.

1. Oversees and maintains a safe environment for employees, patients and visitors.
2. Assures that all emergency equipment, such as fire extinguishers and emergency lights are properly maintained.
3. Completes work/repair orders in a timely manner.
4. Submits fire extinguisher and emergency logs on a monthly basis (off-sites).
5. Performs quarterly safety/emergency drills.
6. Completes and submits quarterly safety drill reports.
7. Coordinates and prepares office and staff for potential weather related disasters.

1. Communicates with corporate office for current updates and maintains an open line of communication with staff.
2. Updates and distributes phone tree of site employees, including Healthcare Network hotline.
3. Prints schedules one week ahead and coordinates appointment cancellations as needed.
4. Follows company Hurricane/Tornado policies and procedures.

3. Management of medical record requests from outside sources.

1. Follows company policy and procedures for medical record release of information.
2. Forward court order request for information to Healthcare Network Privacy Officer. Follows Privacy Officer's instructions on these requests.
3. Assures desktop of all staff are within 72 hour compliance timeline.

4. Works with Senior Management to develop, implement, and monitor effective programs.

5. Assures staff meet deadlines on projects assigned i.e. annual training, health requirements.

6. Attends manager meetings.

7. Performs other duties as needed.

8. Translates as necessary.

The Office Manager oversees patient flow and the daily operations of the medical/dental office. This position requires knowledge and experience in all facets of medical business office management. Accurate data entry, attention to detail and customer service skills are required.