Office Lead - Women's Center at IRONWOOD PHYSICIANS,P.C. – Scottsdale, Arizona

Position Summary:

Under the supervision and guidance of the Women’s Center Office Supervisor, Operations Manager - WV, and Physicians, this position assists in monitoring the efficiency of the office support team. It coordinates the activities of the office team and provides coverage as needed. Responsibilities are performed in compliance with company policies and procedures. Additional duties may be assigned as required.

Essential Duties and Responsibilities:

• Supports Medical Assistant, Surgery Scheduling, and Front Office roles; fills in as needed.
• Coordinates daily clinical support coverage and distributes work evenly among the team.
• Balances office and surgery schedules.
• Ensures office workflows are efficient and regularly monitored.
• Manages referral relationships.
• Collaborates with the WC Office Supervisor and/or WV Operations Manager to ensure new hires are adequately trained and consistently follow procedures and workflows.
• Leads ongoing quality monitoring of staff competencies and assists with further training and education.
• Leads by example, motivates, and supports staff. Provides input to the WC Office Supervisor and/or WV Operations Manager for 30-60-90-day reviews.
• Alongside the WC Office Supervisor and/or WV Operations Manager, conducts monthly one-on-one meetings with the MA team and weekly team meetings as applicable.
• Supports and monitors all office staff functions and tasks, including referrals, prescription folders, and inboxes.
• Monitors team inboxes, voicemails, portal messages, and prescription lines to ensure timely task completion.
• Serves as the first point of contact for managing office-related complaints and concerns from patients and staff.
• Enforces guidelines related to dress code, attendance, punctuality, and overall dependability.
• Assists the WC Office Supervisor and/or WV Operations Manager with back-office inventory management and office supply orders.
• Maintains a professional demeanor and relationships with Medical Assistants and other employees.
• Promotes a team-oriented and positive work environment.
• Coordinates pharmacy representative contact with the Medical Assistant team.
• Accepts and returns phone calls as needed; contacts patients with results as directed by providers.
• Communicates with physicians and other departments as necessary.
• Conducts Standard of Care audits for Medical Assistants to ensure proper protocols are followed.
• Performs other duties as assigned by the WC Office Supervisor and/or WV Operations Manager.
• Must be willing to travel between offices and have reliable transportation.

Knowledge and Skills:

• Proficient in typing and computer use.
• Ability to work in a constant state of alertness and in a safe manner.
• Performs other duties as requested by the supervisor, administrator, or physicians.

Minimum Qualifications:

• Stable work history and ability to thrive in a fast-paced environment.
• Ability to obtain vital signs and follow instructions from physicians.
• Clear communication skills with patients.
• Computer and typing skills preferred; experience with electronic medical records is a plus.
• Strong organizational, oral, and written communication skills.
• Flexible, reliable, and self-motivated.
• Excellent customer service skills.
• Knowledge of HIPAA rules and regulations.
• Familiarity with chemotherapy-related drugs and supplies preferred.
• Understanding of diagnostic testing and radiation procedures preferred.
• Bilingual skills are a plus.

Education and Experience:

• Minimum of 3 years’ experience in Medical Assisting and Front Office roles required.
• Graduation from an accredited medical assisting program.
• Experience in Medical Oncology preferred.

Certificates, Licenses, and Registrations:

• National MA Certification required or must be obtained within 90 days of hire.
• Valid driver’s license required.