Department: Operations

Supervised by: Division Director of Operations

Supervises: Supervisors, Practice Staff, including Medical Assistants, Medical Secretaries,
Receptionist/Front Desk, Medical Records Staff, Recall and Pre-Cert Staff, Clerical Staff

General Responsibilities

Acts as a liaison between staff, physicians, and US Digestive Health leadership team. Works in a supervisory capacity to ensure provision of excellent patient care. Oversees office procedures and protocols. Works with the US Digestive Health leadership team and physicians in addressing any identified problems and ensuring ongoing performance improvement. Provides and coordinates staff training and monitors and evaluates staff performance. Uses clinical knowledge and experience in both the training and providing of excellent patient care.

Essential Duties

• Supervise and direct office staff to ensure proper daily workflows
• Train and monitor new hires
• Respond to all patient and staff questions or concerns
• Plan staff schedules accordingly to provide necessary coverage in all areas
• Hold annual performance reviews and improvement plans
• Coordinate staff meetings
• Ensures accuracy of staff working hours/time clock.
• Coordinate staff vacation schedules.
• Provide administrative support when needed for the management team.
• Implement department policies and procedures in coordination with the Practice Manager and Division
• Create monthly physician schedules
• Complete work in a timely and confidential manner.
• Act as the point of contact for inter-office hospital access concerns
• Coordinate requirements of MIPS in conjunction with Practice Manager
• Provide Practice Management Software and EMP support to the practice
• Work with IT to implement changes, schedule training, resolve issues and problems at the office
• Works in conjunction with Practice Manager or Sales and Marketing Coordinator to arrange and schedule lunch meetings with referring providers
• Provides insight and opinions on new local marketing opportunities
• Visit local referring offices to develop professional relationships
• Checks for accuracy and provides proper submission of weekly bank deposits
• Work directly with Physicians and Supervisors to ensure daily workflows
• Order, track, and maintain all office equipment and supplies including Capsule Endoscopy supplies as needed
• Communication with patients, physicians and other healthcare providers, direct supervisor and co-workers is tactful and professional.
• Maintained patient confidentiality, including conversations and records.
• Communicate with physicians regarding any issues and assists in analyzing problems.
• Maintains a positive attitude and an ability to multitask in a fast-paced environment.
• Assists others with tasks when required.
• Assists special projects as requested.
• Attends all Operational Meetings under the direction of the Practice Manager.
• Ensures that all appropriate standards for the care and release of medical records are maintained.
• Provides back up support to all departments, as necessary.
• Oversees patient recall process including the accuracy and timeliness of recalls & adherence to ACS guidelines.
• Educates and trains staff, as necessary.
• Ensures the appropriate Patient Chart Preparation is completed accurately and in a timely.
• Assists in Chart Preparation.
• Assist in obtaining outstanding laboratory results or acquiring patient records.
• Assist with vendors regarding office equipment and supplies.
• Adhere to company, department, personnel and standard policies and procedures.

Skills, Knowledge and Abilities:

• Medical terminology knowledge, required.
• Experience with electronic medical record system with the ability to troubleshoot, required
• Possess action-oriented, entrepreneurial, adaptable, and innovative mindset to business planning and implementation.
• Ability to work effectively in collaboration with diverse groups of people.
• Exceptional leadership skills with the ability to coach staff, supervise, and develop high-performance teams, set, and achieve objectives, and manage a budget.
• Commitment to quality programs and data-driven program evaluation.
• Proactive self-starter; self-motivated individual with a positive attitude.
• Ability to communicate effectively, both orally and in writing, for the purpose of disseminating information.
• Strong interpersonal skills, ability to develop and maintain cooperative working and business relationships.
• Maintains excellent relationships with patients and meets routinely with leadership.
• Ability to interpret industry trends and competitive information and develop tactics to respond to changes in the marketplace.
• Familiarity and understanding of industry trends, market activities and competitive landscapes.
• Demonstrated skills in problem identification and resolution at a functional level. Ability to recognize potential problems and proactively recommend / take corrective actions.
• Ability to organize and manage multiple priorities.
• Must have exceptional ability to persuade, influence, negotiate, and make presentations.
• Ability to develop strong, trust-based business relationships within all levels of organizations, including senior level executives.
• Ability to present a courteous and professional image with both internal and external customers.
• Strong interpersonal skills (maturity, good judgment, diplomacy, and patience). Ability to communicate and interact effectively with people from multi-functional and diverse backgrounds.
• Must be an influential leader able to build consensus and sell ideas to many different levels of the organization.
• A strategic thinker which translates the vision into multiple short- and long-term goals, i.e. a tactical plan.
• Advanced proficiency in Microsoft Office, internet, and job-specific software

Other Duties

Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or redesigned depending upon individual circumstances.

Job Location

As assigned.

WORKING CONDITIONS

Check which working conditions the employee is subject to:

• Physical Conditions: Noise, extreme temperatures, vibration, wet and/or humid
• Hazards: Mechanical, Electrical, Chemical Explosives, Radiant energy, Burns, Other
• Atmospheric Conditions: Fumes, Odors, Dusts, Mists, Gases, Poor ventilation, Others

OCCUPATIONAL EXPOSURE

Category I - This position has a high probability occupational exposure to Blood Bourne Pathogens/Tuberculosis.

Category II - This position may have occasional exposure to Blood Bourne Pathogens/Tuberculosis

Category III - Exposure to Blood Bourne Pathogens/Tuberculosis is unlikely.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Education/Training: High School diploma or equivalent

Experience: Minimum of 3 years work experience in a medical office, clinical and supervisory experience, required.