Office Manager - FT - Days - DHR Vein Institute

pDHR Health  -  US:TX:McAllen - Days/ppSummary:br //ppbuspan style="font-size:11pt"MISSION STATEMENT: /span/u/b /ppspan style="font-size:11pt"Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every encounter, every time. /span /pp /ppbuspan style="font-size:11pt"VISION: /span/u/b /ppspan style="font-size:11pt"Our Vision is to create a world-class health system to advance medicine and increase access for the communities we serve by empowering caregivers to heal through compassion, knowledge, innovation, integrated care and excellence./span/ppbuspan style="font-size:11pt"POSITION SUMMARY:/span/u/b /ppspan style="font-size:11pt"This position ensures quality services by acting as a liaison between all potential clients including general public, physicians, physician office team, management and hospital teams. The Office Manager will coordinate the staffing of front desk, medical assistants, ancillary providers and take care of the needs of physicians and providers in each location. The manager will also review the financial data of the office on a monthly basis, sharing that information with the physicians in the practice. The manager serves as a resource for employees and providers alike and reports any issues to their assigned Administrator for escalation.b/b/span /ppbuspan style="font-size:11pt"JOB KNOWLEDGE/EXPERIENCE­/span/u/bbspan style="font-size:11pt":/span/b /pp· span style="font-size:11pt"High school diploma or equivalent is required; Associate or Bachelor Degree preferred/span /pp· span style="font-size:11pt"Minimum five (5) years demonstrated leadership in a health care organization preferred, previous medical office experience/span /pp· span style="font-size:11pt"Knowledge of regulatory requirements (state, federal and The Joint Commission, or other relevant area)/span /pp· span style="font-size:11pt"Must be able to be sensitive to cultural and bilingual issues/span /pp· span style="font-size:11pt"Organizational skills are required along with good written and verbal communication skills/span /pp· span style="font-size:11pt"Ability to read, write and speak English/span /pp· span style="font-size:11pt"Ability to communicate clearly and concisely with all levels of management including: nursing, administration, patients and physicians/span /pp· span style="font-size:11pt"Medical office experience and supervisory experience is required/span/pul/ulpResponsibilities:br //ppbuspan style="font-size:11pt"POSITION RESPONSIBILITIES:/span/u/b /pp· span style="font-size:11pt"Supervises the activities performed in all work units within the each practice including practice management, implementation of procedures, case management and processing, records management, billing and collections and reporting of statistics, and accounting functions/span /ppbspan style="font-size:11pt"Personnel/span/b /pp· span style="font-size:11pt"Performs personnel administrative tasks, including coordinating and participating in the hiring and promotion process, supervising the training of new employees and the ongoing training of other employees, resolving unusual employee problems, and supervising employee time and attendance records. /span /pp· span style="font-size:11pt"Maintains personnel files for each employee to include training acknowledgements:/span /pp· span style="font-size:11pt"Application/span /pp· span style="font-size:11pt"Terms of employment/span /pp· span style="font-size:11pt"HR Policy Absenteeism/tardiness HR-1003 /span /pp· span style="font-size:11pt"HR Policy Cellular Camera/Phone/Hand Held Device Use HR-1007/span /pp· span style="font-size:11pt"HR Policy Discipline HR-1012/span /pp· span style="font-size:11pt"HR Policy Paid Time Off ( PTO) HR-1037/span /pp· span style="font-size:11pt"HR Policy Dress Code HR-1013/span /pp· span style="font-size:11pt"HR Policy Work Rules and Regulations HR-1054/span /pp· span style="font-size:11pt"Reporting Incident report on QUANTROS training/span /pp· span style="font-size:11pt"Probationary amp; Annual performance evaluations with physician input as needed/span /pp· span style="font-size:11pt"OSHA training/exposure control/span /pp· span style="font-size:11pt"HIPAA Training/span /pp· span style="font-size:11pt"Hazard Communication Training /span /pp· span style="font-size:11pt"Fraud amp; Abuse Prevention Training /span /pp· span style="font-size:11pt"Kronos- Time Keeper Training/span /pp· span style="font-size:11pt"Uniform order form copy/span /pp· span style="font-size:11pt"Application For Computer Privileges/span /pp· span style="font-size:11pt"Computer User and Protected Information Access Confidentiality and Non-Disclosure Agreement/span /pp· span style="font-size:11pt"Authorizes overtime with justification /span /pp· span style="font-size:11pt"Responsible for pre-approving vacation request for all team members. /span /pp· span style="font-size:11pt"Responsible for blocking clinic schedules according to physician vacation, PTO, administrative holidays and CME dates/span /pp· span style="font-size:11pt"Responsible for scheduling to cover temporary and/or open positions/span /pp· span style="font-size:11pt"Responsible for rectifying all personnel problems as they relate to office efficiency and effectiveness/span /pp· span style="font-size:11pt"Responsible for keeping current on work and/or overtime policies/span /pp· span style="font-size:11pt"Responsible for keeping current on legal issues as pertaining to Confidentiality, Documentation, Consent forms, Accountability for controlled substances/span /pp· span style="font-size:11pt"Actively seeks ways to improve level of clinic performance /span /pp· span style="font-size:11pt"Payroll editing, review and approval /span /ppbspan style="font-size:11pt" /span/b /ppbspan style="font-size:11pt"Team Meetings/span/b /pp· span style="font-size:11pt"Responsible for holding the following: daily huddles, monthly meeting with all team members, and monthly meeting with physicians. /span /pp· span style="font-size:11pt"Responsible for providing weekly follow up and feedback on required actions based on meeting discoveries through Agenda and sign-in sheets/span /ppbspan style="font-size:11pt" /span/b /ppbspan style="font-size:11pt"Supervision/span/b /pp· span style="font-size:11pt"Maintains clinic schedule to assure coverage for all physician(s)/shifts(s), optimizing team members resources/span /pp· span style="font-size:11pt"Hires team members and facilitates training as needed/span /pp· span style="font-size:11pt"Supervises and coordinates the work of team members , through assigned team leads including reviewing work performance, motivating subordinates to work more effectively, identifying problems with performance and developing solutions to those problems, determining training needs to improve performance, initiating informal measures to correct misconduct or making recommendations for formal discipline/span /pp· span style="font-size:11pt"Schedules regular in-service programs to keep team members current/span /pp· span style="font-size:11pt"Responsible for staying current with state and federal regulations which govern the clinical environment/span /ppspan style="font-size:11pt" /span /ppbspan style="font-size:11pt"Financial Management/span/b /pp· span style="font-size:11pt"Operates within the context of an established budget/span /pp· span style="font-size:11pt"Assures that accounts payable are properly managed by submitting invoices within 72 hours of receipt for processing /span /pp· span style="font-size:11pt"Keeps physician(s) aware of office activity on a weekly basis in regard to:/span /pp· span style="font-size:11pt"Number of patients seen or not seen /span /pp· span style="font-size:11pt"Any growth or declined patterns noted/span /pp· span style="font-size:11pt"Any other statistics as may be required/span /pp· span style="font-size:11pt"Responsible for overseeing the balancing of the petty cash account weekly /span /pp· span style="font-size:11pt"Reviews on a daily basis payment logs for inaccuracies/completeness/span /pp· span style="font-size:11pt"Establishes and implements financial controls /span /pp· span style="font-size:11pt"Submits completed information for physician reimbursement and keep track of check processing until physician reimbursement is received/span /pp· span style="font-size:11pt"Responsible for completing physician metric information by the 4th of each month as outlined by physician employment agreement, as needed/span /pp· span style="font-size:11pt"Responsible for review of daily billing for inaccuracies/completeness/span /pp· span style="font-size:11pt"Responsible for clinic monies to be deposited daily and reviews for inaccuracies/completeness/span /pp· span style="font-size:11pt"Responsible for reviewing monthly clinic financials and identifying areas of improvement/span /pp· span style="font-size:11pt"Responsible for delivering physician Work RVU monthly production report as assigned/span /pp· span style="font-size:11pt"Responsible for daily, weekly and monthly internal audits of physician billing submitted to validate accuracy/span /pp· span style="font-size:11pt"Works closely with revenue liaison team member, billing, and revenue cycle for billing compliance, timely closing/submission of daily office, and hospital charges/span /ppspan style="font-size:11pt" /span /ppbspan style="font-size:11pt"Clinic Operations/span/b /pp· span style="font-size:11pt"Oversees daily office operations and delegates authority to assigned team members /span /pp· span style="font-size:11pt"Assists team members in developing and implementing short- and long-term objectives for front desk functions/span /pp· span style="font-size:11pt"Assists team members in understanding/implementing clinic procedures/span /pp· span style="font-size:11pt"Ensures appropriate team staffing levels to maintain efficient work flow in the clinic/span /pp· span style="font-size:11pt"Supports and upholds established policies, procedures, quality improvement, safety, environmental and infection control/span /pp· span style="font-size:11pt"Maintains requirements of accreditation and regulatory agencies, ie. Joint Commission /span /pp· span style="font-size:11pt"Assures proper maintenance of all office equipment, schedules maintenance and upgrades of equipment an recommends purchase of new equipment/span /pp· span style="font-size:11pt"Ensures that physician DEA, DPS, Malpractice, Texas Medical licensure and other required documents are kept current/span /pp· span style="font-size:11pt"Ensures that updated physician calendars are submitted prior to payroll close for accounting comparisons to contracts/span /pp· span style="font-size:11pt"Handles complaints from patients or referring physicians with excellent customer service skills and monitors patient service feedback and helps resolves complaints and service issues/span /pp· span style="font-size:11pt"Is required to contact patient directly and start the first step to service recovery with emphasis on the importance of improving the “patient experience”/span /pp· span style="font-size:11pt"Manages daily operations at satellite offices, coordinates the work activities and schedules ,develops goals to ensures they align with organization goals /span /pp· span style="font-size:11pt"Oversees and ensures that mail is opened and processed daily/span /pp· span style="font-size:11pt"Monitors that the offices are opened and closed according to posted operating hours/span/ppbspan style="font-size:11pt"OSHA/span/b /pp· span style="font-size:11pt"Responsible for assuring that there is an OSHA plan in regard to: blood-borne pathogen program, hazardous chemical communication, bio-hazardous waste tracking and exposure control plan/span /pp· span style="font-size:11pt"Assures that all team members understand how to dispose bio-hazardous waste: sharps, contaminated supplies, and chemicals/span /pp· span style="font-size:11pt"Responsible for scheduling employee in-service meetings to familiarize team members of mandated information/span /pp· span style="font-size:11pt"Responsible for assuring clinic compliance signage, lab, eyewash station as needed/span/ppbspan style="font-size:11pt"CLIA/span/b /pp· span style="font-size:11pt"Responsible for monitoring team members compliance with CLIA requirements, if needed/span /pp· span style="font-size:11pt"Contacts lab liaison with questions or changes for CLIA licensing including moves of clinic/span/ppbspan style="font-size:11pt"Insurance Contracts/span/b /pp· span style="font-size:11pt"Responsible for understanding insurance payer contract requirements /span /pp· span style="font-size:11pt"Responsible for understanding and implementing all contract components/span /pp· span style="font-size:11pt"Responsible for communicating any changes or requirements for authorizations to team members involved/span /ppspan style="font-size:11pt" /span /ppbspan style="font-size:11pt"Medical Record Activity/span/b /pp· span style="font-size:11pt"Responsible for clinics maintaining a current, accurate medical record /span /pp· span style="font-size:11pt"Responsible for assuring accurate and timely entries of pertinent medical information on all patients:/span /pp· span style="font-size:11pt"Phone messages by patients/span /pp· span style="font-size:11pt"Reports from outside facilities/span /pp· span style="font-size:11pt"Progress notes/span /pp· span style="font-size:11pt"Refills/prescriptions/span /pp· span style="font-size:11pt"No Shows/cancellations/span /pp· span style="font-size:11pt"Responsible for assuring quality, confidentiality and timeliness of all transcription activities, whether, preformed in-house or by an outside vendor/span /pp· span style="font-size:11pt"Responsible for maintaining a policy to assure confidentiality of Medical Records/span/ppbspan style="font-size:11pt"Office Maintenance/span/b /pp· span style="font-size:11pt"Ensures that physical office is properly maintained and functional by communicating with/span /pp· span style="font-size:11pt"EVS services /span /pp· span style="font-size:11pt"Landscaping services/span /pp· span style="font-size:11pt"Pest Control services /span /pp· span style="font-size:11pt"Engineering for repairs/other regular maintenance/span /pp· span style="font-size:11pt"Utilities/span /ppspan style="font-size:11pt" /span /ppbspan style="font-size:11pt"Time Management/span/b /pp· span style="font-size:11pt"Assists the physician(s) with time and calendar management /span /pp· span style="font-size:11pt"When necessary, acts as a liaison between the physician(s) and organizational departments and vendors/span/ppbspan style="font-size:11pt"Practice Enhancement Marketing/span/b /pp· span style="font-size:11pt"Responsible for the submitting requested information to marketing department /span /pp· span style="font-size:11pt"Performs physician and patient correspondence as necessary to promote po