Office Manager Jobs

Location:

Elyria Schadden Office

Pay Range:

$51,500.80 - $90,542.40

Summary:

Position Summary:

Responsible for staff, clerical, nursing, laboratory, housekeeping, and maintenance functions at a specific office location. Advise, aid, and seek consent from Director to coordinate and manage the activities of the assigned office location. Considered to be a “working manager” as back up for front office staff. Support the financial goals of the company by being fiscally responsible in all areas, including staffing and purchasing.

Key Performance Areas:

• Responsible for operations on-site in concurrence with corporate policies. Will consult with director and other areas such as, laboratory, managed care, human resources, and business office to ensure good working relationship.
• Responsible for shipping tickets, packing slips and work orders from vendors at designated facilities. Prepare supply purchase requisitions. Responsible for submitting documentation to Accounting for reimbursable expenses.
• Meet with patients as necessary regarding any complaints of service or regarding the facility.
• Keep office and personal work area and records in a neat and orderly manner.
• Responsible for ensuring that backup is performed of all next day orders in Onco/EMR.
• Develop guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary. Maintain staffing level according to approved positions.
• Comply with all Federal and State laws and regulations pertaining to patient care, patient’s rights, safety, billing, and collections. Adhere to all AON and departmental policies and procedures, including IT policies and procedures and Disaster Recovery Plan.
• Supervise and coordinate the activities of the personnel in specific sites. Functions as an integral part of the front office team in order to complete daily work.
• Ensure that a high level of cleanliness exists in the facility at all times. Take necessary steps to ensure the buildings and grounds are in good operating condition.
• Work with Clinic Finance Manager, financial counselors, and front office staff to collect all possible payment at the time of visit.
• Complete quarterly expense reports for the physicians and submit them to corporate accounting.
• Monitor all nursing information requested by auditors and insure timely completion of each request.
• Arrange on the job training programs for new employees as required. Conduct staff meetings on a regular basis. Attend meetings of clinical personnel, managed care, billing/ collections department as necessary to serve as liaison to the clinic staff.
• Verify accuracy of the daily bank deposit and make the deposit daily.
• Oversee all aspects of the handling of personnel issues.
• Ensure that all employees run a daily close and all closes are in balance.
• Follow up and resolve any violations cited by OSHA, fire inspector, etc.
• Assist with mergers on an as needed basis.
• Ensure the physical building and all equipment are safe for use.
• Maintain and ensure the confidentiality of all patient and employee information at all times.
• Maintain all company equipment in a safe and working order.

Supervisory Duties:

• Address disciplinary and/or performance problems according to company policy. Prepare warnings and communicate effectively with employees on warnings and make effective/appropriate decisions relative to corrective action as required.
• Provide performance feedback and coaching on a regular basis to each team member. Write and administer performance reviews for skill improvement and submit to Director and Human Resources on time.
• Project a favorable image of the companies to promote its aims and objectives and foster and enhance public recognition and acceptance of all of its areas of endeavor.
• Keep immediate superior promptly and fully informed of all problems or unusual matters of significance and takes prompt corrective action where necessary or suggests alternative courses of action that may be taken.
• Address disciplinary and/or performance problems according to company policy. Prepares warnings and communicates effectively with employee on disciplinary actions
• Communicate areas of accountability and performance expected of personnel assigned
• Approve bi-weekly timecards for accuracy.
• Provide continual evaluation of processes and procedures. Responsible for suggesting methods to improve area operations, efficiency, and service to both internal and external customers.
• Ensure employees have appropriate training and other resources to perform their jobs.
• Determine standards of performance as a basis to review progress of personnel assigned
• Ensure employees have appropriate training and other resources to perform their job
• Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives.
• Respond to and resolve employee relations issues expressed by team members; create and maintain high quality work environment so team members are motivated to perform at their highest level.
• Perform all necessary supervisory functions to effectively and efficiently manage the personnel assigned:
• Provide daily direction and communication to employees so that departmental work is performed in a timely, efficient, and knowledgeable manner.
• Be available for employees who experience work problems providing appropriate coaching, counseling, direction, and resolution.
• Approve time-off requests in a fair manner while ensuring adequate staff to maintain work productivity
• Develop individuals for future advancement by coaching and training
• Recommend salary adjustments, transfers, promotions and dismissals and submit information to Director.
• Interview and make hiring decision for any open position in the clinic with the Manager/Director and/or Head Nurse
• Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency/effectiveness.
• Create and maintain a cooperative and harmonious working climate conductive to maximize employee morale and productivity

Job Qualifications And Requirements

Education:

• High school education required; Associates degree required; Bachelors preferred

Certifications/Licenses:

• Valid state Driver’s License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required.

Previous Experience (including minimum years of experience):

• 2 years management experience
• 2-4 years experience in a front office setting
• 5 years experience in Physician Practice or Healthcare; oncology preferred

Core Capabilities:

• Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required.
• Leadership and Mentoring Effectively lead and facilitate group discussions, coach, mentor, motivate, and engage others to align to a common goal. Ability to effectively lead projects from inception through implementation and assessment.
• Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.
• Proficiency in MS Office Word, Excel, Power Point, and Outlook required.
• Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.
• Computer Skills:
• Human Resources Management Effectively hire, coach and support staff develop, as applicable, as well as manage resources, performance and employee relations, and supervise within established policies, procedures and legislation.
• Communication Skills: Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.
• Customer Service & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.
• Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.

Travel: 51%-75%

Standard Core Workdays/Hours (specify weekends and call requirements): Monday to Friday 8:00 AM – 5:00 PM. Occasional overtime may be required, and weekend shifts based on location hours and operational needs.

Essential Physical Requirements: refer to last page of job description for job specific physical and mental requirements.