Senior Office Manager Jobs

ProHealth is an Equal Opportunity/Affirmative Action Employer and strives to build a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status or disability status.

SUMMARY OF POSITION:

The Office Manager position is responsible for all aspects of running the lab or clinic location regarding achievement of organizational objectives, patient care, customer satisfaction, cost management, scheduling, employee supervision and training, office management and compliance. This position reports to the District Manager and focuses on successful day-to-day operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Participates in the recruiting process by assisting the District Manager in screening and interviewing candidates and other actions as needed
• Ensure that clinical and administrative staff are welcoming and caring, showing pride in providing the “best” in patient care and team approach
• Ensures that office procedures, protocols and healthcare compliance are performed consistently and on a regular basis
• Operate as a liaison between the clinic and the corporate office
• Review and approve PTO requests for scheduling conflicts and provides initial approval/disapproval decision
• Performs direct clinical work which may include but is not limited to phlebotomy, triage, check in / out services, patient scheduling, occupational testing, and all other services offered
• Assist HR with ensuring that all staff licenses are maintained as required.
• Supervises, trains and coaches’ office staff to ensure excellence in patient and customer care and proper support to the medical provider
• Oversees the billing process, weekly bank deposits, daily balancing, and monthly reporting
• Conducts in-house services and procedures, i.e., drug screens, vitals, EHR, EKG, phlebotomy, audios, PFT’s injections, vaccines, DOT Program, etc.
• Participates in the firing process by providing documented failure to perform data to the District Manager, assisting in performance improvement plan write ups, conducting post-employment actions following a dismissal and other actions as requested
• Ensure that employees are trained and equipped to function in their positions and provide excellence in patient care
• All other duties as assigned
• Maintain a positive perception of the office while training the staff to do the same
• Develop and maintain methods of communication within the office to create a sense of “team” throughout the clinic
• Ensure that the office is clean and maintained
• Maintain office equipment and supplies.
• Process lab work and specimens accurately and report on the same in a timely manner.
• Ensure office coverage and opening and closing procedures.
• Conducts performance reviews for staff under their supervision
• Address patient issues or complaints promptly and effectively and follow-up with the patient to ensure patient satisfaction
• Responsible for maintaining the office and staff at the highest standards of professionalism, cleanliness, and customer support
• Identify and submit ideas for improvement.
• Attend monthly meetings with corporate staff and facilitate communication by sharing all updates and changes learned from corporate with the branch through a regular monthly meeting.
• Ensure all OSHA, Safety and Healthcare Practices and Protocols, State Medical regulations and HIPAA guidelines are maintained within the office.
• Ensures new employees are trained in all aspects of the office and set up in all systems to begin work
• Responsible for clinic performance towards corporate specified goals

Supervisory/Work Responsibilities:

Responsible for supervising and training assigned office staff. Approachable nature with administrative and Clinical Staff.

Position Type and Expected Work Hours:

This is a full-time position. Days and hours of work are Monday through Friday 8am to 5pm but may require hours outside of these times as business and patient needs dictate. Please note that Saturdays may be required as needed for this position.

Travel:

Travel for educational or business purposes is limited and only as necessary.

Requirements

Education:

• Experience: Candidates must have a minimum of 7 years of experience as a certified medical assistant, at least 1 year of experience as an office manager, and a mandatory 6-year background in a clinical setting
• High School diploma is required, associate degree desired
• Certification/License: CCMA Certification required

Work Authorization:

• Must be a US Citizen or otherwise authorized to work in the US

Attire:

• Blue Scrubs

Abilities/Skills/Qualities:

• Possess a strong commitment to excellence in patient care
• Have a sense of ownership
• Must be a leader, critical thinker, and problem solver
• Ability to work independently and with a team
• Team player approach
• Must be fair and consistent and have a strong desire to help people
• Excellent time management skills
• Possess high ethical standards carrying out responsibilities with integrity, honesty, and loyalty
• Possess a strong desire to lead and drive success.

Physical Requirements:

• Must be able to lift 20lbs.
• Position requires standing, walking, squatting, and sitting at a desk for periods of time

ADDITIONAL DUTIES AND RESPONSIBILITIES:

Accomplishes all tasks as appropriately assigned or requested by Manager. Please note this job

description is not designed to cover or contain a comprehensive listing of all activities, duties or

responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may

vary at any time with or without notice.

Benefits

• Life Insurance (Basic, Voluntary & AD&D)
• Use of onsite medical facilities
• Short Term & Long-Term Disability
• Retirement Plan (401k, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Health Care Plan (Medical, Dental & Vision)

As mandated under Executive order 12989, ProHealth is required to verify employment eligibility of selected candidates through the Department of Labor’s - E-Verify.