WPHPA-Office Manager at White Plains Hospital – Somers, New York

Position Summary:

The Office Manager is a supervisory position responsible for overseeing the daily operations of the Physician Practice Office.

Essential Functions and Responsibilities Includes the Following:

1. Oversees daily office operations and delegates to assigned supervisors and staff.

2. Assists supervisors in developing and implementing short- and long-term work plans and objectives for clerical functions.

3. Develops guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.

4. Ensures that office is staffed appropriately.

5. Assists in the recruiting, hiring, orientation, development, and evaluation of staff.

6. Establishes and maintains an efficient and responsive patient flow system.

7. Oversees and approves office supply inventory, and that offices are opened and closed according to procedures.

8. Support customer service initiatives as well as interact with patients or others on customer service issues.

9. Initiates and ensures all staff participates as a member of the patient care team, participates in daily huddles and attend regular scheduled practice team meetings.

10. Understands and adheres to the WPH Performance Standards, Policies & Behaviors

11. Ensures that all staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs

12. Performs all other related duties as assigned.

Education & Experience Requirements:

• High School Diploma is required. Bachelor's degree preferred, preferably with coursework in healthcare administration.
• Minimum three years of administrative experience, including one year of management experience in healthcare preferred.
• Basic Medical Terminology and Electronic Scheduling and Electronic Medical Record required.

Core Competencies

• Demonstrates a flexible attitude and ability to respond to a rapidly changing and demanding environment.
• Exhibits sound management skills and ability to work with physicians, staff, vendors and management team.
• Exhibits courteous, cooperative and professional attitude at all times.
• Motivated, enthusiastic, proactive and positive personality.
• Attention to detail and deadlines necessary
• Works cooperatively as a member of the team
• Flexible, organized and able to set priorities

Physical/Mental Demands/Requirements & Work Environment

• Must be able to move about the Practice constantly while attending to needs of patients, visitors and staff.

• Requires continuous communication with patients, staff and visitors of all educational levels.

• Requires frequent use of computers and other office equipment.

• Must be able to rapidly assess and respond to situational needs of patients, staff and visitors.

• Must be able to adapt to a high stress environment with frequent interruptions.

May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at each site and at the hospital switchboard, saved on a disc.

Primary Population Served Check appropriate box(s) below: Neonatal (birth – 28 days) Patients with exceptional communication needs Infant (29 days – less than 1 year) Patients with developmental delays Pediatric (1 – 12 years) Patients at end of life Adolescent (13 – 17 years) Patients under isolation precautions Adult (18 – 64 years) Patients with cultural needs Geriatric (> 65 years) All populations Bariatric Patients with weight related comorbidities Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.