Co-Office Manager and Patient Care Coordinator

Job Description

We are an innovative medical office in picturesque downtown Mill Valley. We specialize in treating complex patients with pain conditions, mood disorders, and/or addictions. We provide a high level of care to private pay patients. This position will involve a mix of financial management, office management, and patient care. A new hire would start out doing primarily patient care work learning how the office runs and then begin integrating into an co-office management role over a period of a couple months. This position will be working with current office staff, a doctor, nurse practitioner, and psychotherapist, and requires an ability to be multi-faceted, organized, and empathetic.

Patient Care related tasks may include, but are not limited to:

Answering phones and addressing patient needs, or appropriately routing the call

Scheduling

Calling prescriptions into pharmacies

Completing prior authorizations and helping patients with medication/pharmacy related logistical issues

Documenting and relating patient messages to providers

Coordinating care among internal or external providers

Medical records requests, filing, and pulling charts

Explaining our services and/or treatment options to caller, patients, and family members

HIPPA compliance and handling all information with sensitivity

Financial Management related tasks may include, but are not limited to:

Billing patients or contractors for services

Updating billing information and keeping appropriate notes in customer ledger

Checking mail and depositing incoming checks

Posting, tracking, and paying bills

Pulling monthly, quarterly, and yearly financial reports for the medical director/owner

Coordinating with our CPA office

Reconciling all accounts

Office Management tasks may include, but are not limited to:

Scheduling office maintenance services as needed

Responding to and addressing intraoffice issues and complaints from employees and sub-leasers

Ensuring daily functions and infrastructure are running properly and efficiently (phones, internet, printer, QuickBooks, etc)

Improving office work flow and documenting procedures

Reviewing employee hours and running bi-weekly payroll

Ordering supplies

Managing employee benefits

Renewing permits, licenses, affiliations, and memberships required of a small business and medical practice

Advertising and Marketing

Responding to high-need or complex patient situations

Please send a cover letter that addresses your short-term and long-term goals, your schedule, and describes your relevant experience. Please attach a CV or resume. Applications without these elements will not be reviewed. Send all materials via email to ; do not call the office. We will contact qualified applicants for a phone interview before scheduling a meeting with the physician.

Pay is determined based on experience, $30-35/hr

Requirements

Minimum Requirements:

Familiarity and comfortability with computers and the ability to learn and navigate new software

A team player who is also able to work independently with little supervision

Long-term commitment of at least two years

High School diploma required, BA or BS preferred

Fast-learner and problem-solver with a non-judgmental attitude

Ability to articulate complex information clearly

Attention to detail and ability to track tasks until completion

Excellent organization and clear written communication

Desire to cultivate long-standing professional relationships with patients, co-workers, supervisors, and vendors

Benefits

Competitive PTO plan

Employer sponsored Health, Dental, Vision, and Life insurance

Located in beautiful downtown Mill Valley