Office Manager - FT - Days - DHR Vein Institute

DHR Health  -  US:TX:McAllen - Days

Summary:

MISSION STATEMENT:

Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every encounter, every time.

VISION:

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.

POSITION SUMMARY:

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.

JOB KNOWLEDGE/EXPERIENCE­:

· High school diploma or equivalent is required; Associate or Bachelor Degree preferred

· Minimum five (5) years demonstrated leadership in a health care organization preferred, previous medical office experience

· Knowledge of regulatory requirements (state, federal and The Joint Commission, or other relevant area)

· Must be able to be sensitive to cultural and bilingual issues

· Organizational skills are required along with good written and verbal communication skills

· Ability to read, write and speak English

· Ability to communicate clearly and concisely with all levels of management including: nursing, administration, patients and physicians

· Medical office experience and supervisory experience is required

Responsibilities:

POSITION RESPONSIBILITIES:

· 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

Personnel

· 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.

· Maintains personnel files for each employee to include training acknowledgements:

· Application

· Terms of employment

· HR Policy Absenteeism/tardiness HR-1003

· HR Policy Cellular Camera/Phone/Hand Held Device Use HR-1007

· HR Policy Discipline HR-1012

· HR Policy Paid Time Off ( PTO) HR-1037

· HR Policy Dress Code HR-1013

· HR Policy Work Rules and Regulations HR-1054

· Reporting Incident report on QUANTROS training

· Probationary & Annual performance evaluations with physician input as needed

· OSHA training/exposure control

· HIPAA Training

· Hazard Communication Training

· Fraud & Abuse Prevention Training

· Kronos- Time Keeper Training

· Uniform order form copy

· Application For Computer Privileges

· Computer User and Protected Information Access Confidentiality and Non-Disclosure Agreement

· Authorizes overtime with justification

· Responsible for pre-approving vacation request for all team members.

· Responsible for blocking clinic schedules according to physician vacation, PTO, administrative holidays and CME dates

· Responsible for scheduling to cover temporary and/or open positions

· Responsible for rectifying all personnel problems as they relate to office efficiency and effectiveness

· Responsible for keeping current on work and/or overtime policies

· Responsible for keeping current on legal issues as pertaining to Confidentiality, Documentation, Consent forms, Accountability for controlled substances

· Actively seeks ways to improve level of clinic performance

· Payroll editing, review and approval

Team Meetings

· Responsible for holding the following: daily huddles, monthly meeting with all team members, and monthly meeting with physicians.

· Responsible for providing weekly follow up and feedback on required actions based on meeting discoveries through Agenda and sign-in sheets

Supervision

· Maintains clinic schedule to assure coverage for all physician(s)/shifts(s), optimizing team members resources

· Hires team members and facilitates training as needed

· 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

· Schedules regular in-service programs to keep team members current

· Responsible for staying current with state and federal regulations which govern the clinical environment

Financial Management

· Operates within the context of an established budget

· Assures that accounts payable are properly managed by submitting invoices within 72 hours of receipt for processing

· Keeps physician(s) aware of office activity on a weekly basis in regard to:

· Number of patients seen or not seen

· Any growth or declined patterns noted

· Any other statistics as may be required

· Responsible for overseeing the balancing of the petty cash account weekly

· Reviews on a daily basis payment logs for inaccuracies/completeness

· Establishes and implements financial controls

· Submits completed information for physician reimbursement and keep track of check processing until physician reimbursement is received

· Responsible for completing physician metric information by the 4th of each month as outlined by physician employment agreement, as needed

· Responsible for review of daily billing for inaccuracies/completeness

· Responsible for clinic monies to be deposited daily and reviews for inaccuracies/completeness

· Responsible for reviewing monthly clinic financials and identifying areas of improvement

· Responsible for delivering physician Work RVU monthly production report as assigned

· Responsible for daily, weekly and monthly internal audits of physician billing submitted to validate accuracy

· Works closely with revenue liaison team member, billing, and revenue cycle for billing compliance, timely closing/submission of daily office, and hospital charges

Clinic Operations

· Oversees daily office operations and delegates authority to assigned team members

· Assists team members in developing and implementing short- and long-term objectives for front desk functions

· Assists team members in understanding/implementing clinic procedures

· Ensures appropriate team staffing levels to maintain efficient work flow in the clinic

· Supports and upholds established policies, procedures, quality improvement, safety, environmental and infection control

· Maintains requirements of accreditation and regulatory agencies, ie. Joint Commission

· Assures proper maintenance of all office equipment, schedules maintenance and upgrades of equipment an recommends purchase of new equipment

· Ensures that physician DEA, DPS, Malpractice, Texas Medical licensure and other required documents are kept current

· Ensures that updated physician calendars are submitted prior to payroll close for accounting comparisons to contracts

· Handles complaints from patients or referring physicians with excellent customer service skills and monitors patient service feedback and helps resolves complaints and service issues

· Is required to contact patient directly and start the first step to service recovery with emphasis on the importance of improving the “patient experience”

· Manages daily operations at satellite offices, coordinates the work activities and schedules ,develops goals to ensures they align with organization goals

· Oversees and ensures that mail is opened and processed daily

· Monitors that the offices are opened and closed according to posted operating hours

OSHA

· 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

· Assures that all team members understand how to dispose bio-hazardous waste: sharps, contaminated supplies, and chemicals

· Responsible for scheduling employee in-service meetings to familiarize team members of mandated information

· Responsible for assuring clinic compliance signage, lab, eyewash station as needed

CLIA

· Responsible for monitoring team members compliance with CLIA requirements, if needed

· Contacts lab liaison with questions or changes for CLIA licensing including moves of clinic

Insurance Contracts

· Responsible for understanding insurance payer contract requirements

· Responsible for understanding and implementing all contract components

· Responsible for communicating any changes or requirements for authorizations to team members involved

Medical Record Activity

· Responsible for clinics maintaining a current, accurate medical record

· Responsible for assuring accurate and timely entries of pertinent medical information on all patients:

· Phone messages by patients

· Reports from outside facilities

· Progress notes

· Refills/prescriptions

· No Shows/cancellations

· Responsible for assuring quality, confidentiality and timeliness of all transcription activities, whether, preformed in-house or by an outside vendor

· Responsible for maintaining a policy to assure confidentiality of Medical Records

Office Maintenance

· Ensures that physical office is properly maintained and functional by communicating with

· EVS services

· Landscaping services

· Pest Control services

· Engineering for repairs/other regular maintenance

· Utilities

Time Management

· Assists the physician(s) with time and calendar management

· When necessary, acts as a liaison between the physician(s) and organizational departments and vendors

Practice Enhancement Marketing

· Responsible for the submitting requested information to marketing department

· Performs physician and patient correspondence as necessary to promote positive relationships

· Responsible for representing practice as deemed necessary by the foundation

· Updating physician directory

· Health screening w/MDs

· Special events

· Other

· Represents the practice through participation in local professional associations and community activities, etc.

· Performs any and all other duties which may be required to assure proper administration and management of the practice

· Other duties as assigned

LINES OF REPSONSIBILITY:

(Chain-of-command)

1. Practice Administrator → 2. Chief Ambulatory Officer

Other information:

CUSTOMER SERVICE:

Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program which outlines the Customer Service Principals including: Commitment, Accountability, Respect, Excellence and Service.

AGE SPECIFIC:

Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and development over the life span and possess the ability to assess data reflective of the patient’s status and interpret the appropriate information needed to identify each patient’s requirement relative to his or her age.

AMERICANS WITH DISABILITIES ACT: (ADA):

A. Essential Duties: Indicated by bold print within performance standards, precedin