Office Manager at ANDREW HALL MD PLLC – Reno, Nevada

JOB PURPOSE

To provide operational direction, leadership and support for the Clinic and Surgery Center to ensure smooth operations and the provision of quality care.

RESPONSIBILITIES AND DUTIES

• Oversee and coordinate day-to-day office operations, clerical and administrative duties normal within an office environment.

• Implement and maintain efficient office policies and procedures, ensuring compliance with company guidelines and regulatory requirements.

• Proactively seeks to improve processes and streamline operations.

• Open and close office daily, supervise the unlocking and securing of patient files, adjust air flow as needed, inspect reception and office areas at the beginning and end of the day.

• Manage all office correspondence to include emails, phone calls, voicemails, mail distribution, and ensure timely and accurate responses.

• Leads various audit efforts and ensures clean data focusing on compliance and consistency in process.

• Discuss financial arrangements with clients and draw up financial contracts; answering client questions concerning insurance and financial or other non-medical concerns.

• Record payments received (insurance and self-pay) in appropriate ledger, make deposits and reconcile day sheets.

• Responsible for establishing and controlling the medical records of the Center.

• Order, purchase, and organize office supplies and maintain records of medical and emergency supplies ordered and purchased.

• Supervise accounts payable and receivable, and prepare budget and financial reports for review by the Governing Body and/or Medical Director.

• Typing and record keeping of administrative records as requested by the Medical Director and Governing Body.

• Assist in receptionist and front office duties as necessary.

• Direct and supervise clerical staff in preparing charts, filing and other activities.

• Delegate specific tasks to clerical staff and volunteers and follow-up as needed

• Creates and maintains SOP relevant to the Center.

• Supervise and support Clinic and Surgery Center staff, stepping in to act as front line support as needed.

• Prepares patients for examination by performing preliminary physical tests and taking vitals; taking blood pressure, weight, and temperature; and reporting patient history summary.

• Gathering chief patient complaints.

• Secures patient information and maintains patient confidence by completing and safeguarding medical records; completing diagnostic coding and procedure coding; and keeping patient information confidential.

• Counsels patients by transmitting physician’s orders and questions about surgery.

• Assisting with medical procedures and injections.

• Maintains medical supplies inventory and performs preventive maintenance to keep medical equipment operating.

• Address employee concerns, provide support, and escalate issues as necessary to maintain a harmonious and productive work environment.

• Establish onboarding program for department/team and lead new team members through their onboarding experience and on the job training.

• Manage and maintain employee timesheets for payroll preparation.

• Manage employee schedules and support when additional or alternative coverage is needed.

• Develops team by providing on-going feedback and coaching to include regular one on one meetings and annual performance reviews.

• Develops and maintains effective procedures, and working relationships with other departments in the organization, regulators, and external customers.

• Ensures staff and patient confidentiality is maintained following HIPAA.

• Open and close the center daily, supervise the unlocking and securing of patient files, adjust air flow as needed, inspect reception and office areas at the beginning and end of each day.

• Discuss financial arrangements with patients and draw up financial contracts; answering questions concerning insurance and financial or other non-medical concerns.

• Record payments received (insurance and self-pay) in appropriate ledger, make deposits and reconcile day sheets.

• Prepare materials for patient orientation.

• Maintain various systems and databases with accurate data focusing on compliance and consistency.

• Regular and consistent attendance is an essential function of this role.

• Other duties as assigned.

REQUIREMENTS AND QUALIFICATIONS REQUIRED

• Bilingual in English and Spanish

• Graduation from a Medical Assistant program with Medical Assistant Certification

• Minimum of 3 years’ experience working as a Medical Assistant

• Minimum of 2 years experience in medical office or surgery center administration.

• Minimum of 2 years experience leading a team and managing an office setting.

• Strong comprehension of HIPAA.

• Knowledge of medical terminology and medical office/outpatient surgery center policies & procedures.

• Proficiency in using office productivity software such as Google Suite, Microsoft Office Suite, etc.

• Strong problem-solving and decision-making abilities to address issues and make informed judgements.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Knowledge of health and safety regulations and procedures to ensure a safe and compliant work environment.

• Exceptional oral and written communication skills with internal and external partners.

• Demonstrates professional leadership skills through effective communication, work habits, attitude, inter-personal skills, initiative, and follow through.

• Manage projects independently or through a team.

• Demonstrates ability to work effectively under pressure with multiple and changing priorities and deadlines as evidenced by use of tact, maturity, interpersonal effectiveness, good judgement, and discretion.

• Internal and external customer service orientation.

• Strong attention to detail.

• Demonstrates organization and time management skills.