Office Manager in Lebanon, Indiana at Hanks HRM Solutions

Essential Functions Of Position

A. Quality of Work

• Has complete knowledge of policies and procedures and the proper execution thereof
• Demonstrate knowledge of the organizational structure and thus provides efficient and effective communication with all patient reception and billing staff, collections staff and clerical staff
• Develop and recommend internal systems and operating procedures designed to achieve efficient and effective operations and maximum service to patients
• Formulate and recommend new or revised policies and procedures as required and monitor policies and procedures from implementation to on-going status or conclusion
• Provide overall management and oversight for all aspects of billing, collections, adjustments and A/R within the practice
• Has the ability to problem-solve various issues related to billing, collections, insurance companies, Medicare, Medicaid, HMOs and other third-party payers, as well as personnel and staffing, policies and procedures and document flow systems
• Maintain direct involvement in meeting on a routine or non-routine basis, as required, with the physician
• Establish and implement operational plans, policies and procedures within the framework of policies and goals
• Interprets and addresses the interests and preferences expressed by the physicians concerning medical care, staffing, billing, collections and related activities or policies
• Utilize or direct audits and/or periodic reviews to achieve quality assurance goals
• Identify and continually re-address the efficiency and effectiveness of the physician’s office including issues of accuracy, completeness, competency, professionalism, timeliness, etc.
• Accept and successfully execute additional responsibilities as required by the physician

B. Employee Relations

• Direct and oversee the planning and implementation of personnel policies that promote job satisfaction and professional growth of staff
• Ensure employees follow all rules and regulations that relate to employment, safety, medicine and waste disposal
• Conflict resolution
• Commend exemplary employees, discipline insubordinate employees and communicate necessary areas of improvement
• Tracks all employee incidents and report to Director of Operations
• Consult and partner with HR or Legal in the termination of an employee
• Conduct employee evaluations
• Facilitate the preparation and submission of employee payroll
• Maintain Paid Time OFF (PTO) records
• Act as liaison for physicians and staff by maintaining open communication amongst staff
• Demonstrate employee confidentiality

C. Patient Relations

• Greet patients and visitors in a friendly and professional manner
• Assess the needs and concerns of patients regarding billing as well as the physician’s office staff
• Talk with patients concerning accounts
• Settle patient’s issues with employees
• Take care patients; patients with many medical issues needing special care; numerous referrals, out of network referrals, weekly prescriptions, etc.
• Write letters for patient needs
• Demonstrate patient confidentiality

D. Financial Responsibilities

• Coordinate and maintain adequate accounting records and systems in matters pertaining to internal system controls and operations
• Analyze or direct the analysis for cash flow, billing and collections for the practice
• Works with the physician to assign budgetary parameters for the operation of the physician office
• Adjustments to the budget based on office needs or overall goals
• Prepare a list of monthly expenses for approval
• Reconcile bank statements for joint account
• Verify and write checks for expenses for rental account and reconcile bank statements
• Maintain petty cash account

E. Clerical Responsibilities

• Order all office supplies and forms, receive, reconcile and distribute ordered supplies
• Ensure the maintenance of all equipment and buildings and report any problems
• Coordinate physician schedules
• Communicate all changes and updates to system, insurances or policies
• Handle all mail and ensure it is received by intended people

F. Supervisory

• Efficiently and effectively delegate responsibility and authority for functions appropriate for the qualifications for the supervisory, administrative, medical and clerical support staff
• Implement and provide direct supervision on all staffing, promotion, leadership, development, cross training and merit increases based on established criteria
• Provide direct supervision to ensure staff members follow all policies and reduce risk liabilities

G. Safety

• Wear badge during work hours
• Comply with OSHA standards
• Ensure office is in compliance with OSHA regulations

H. Cooperation

• Coordinate duties with other staff members
• Communicate professionally and effectively with co-workers within and outside

I. Judgment

• Comply with HIPAA and all policies
• Report any violations witnessed while working to the appropriate personnel

J. Reliability

• Complete assigned tasks in a timely fashion
• Punctual and efficient
• Other duties as assigned

Minimum Qualifications

• Minimum of High School Diploma or equivalent
• Ability to work well under pressure and with others
• 2-4 years management experience, preferably in a medical office or similar
• Ability to work M-F, 8a-5p with some overtime
• Strong interpersonal, decision making and organizational skills
• Must be able to pass a financial credit check
• Computer proficiency: Microsoft Office
• Ability to exercise good judgement

Physical Requirements of Position

• A. Must be able to effectively communicate with peers, supervisor, clients and the public
• B. Requires hand-eye coordination and manual dexterity sufficient to operate a vehicle
• C. Occasional bending, stooping, lifting and stretching
• D. Ability to sit at a desk and operate computer equipment for extended periods of time