Office Manager

Job Description

DEPARTMENT: Clerical

SUPERVISOR: Practice Administrator

STATUS: Exempt

SUPERVISES: Clerical Assistants at Hunting Park

SUMMARY: The Office Manager is responsible for ensuring patient access to care and overall satisfaction with services provided by the clerical team. The Office Manager is responsible for managing front office operations pertaining to the revenue cycle and is responsible to ensure compliance with all insurance company regulations, HRSA and Ryan White requirements, and applicable state and federal laws. The Office Manager supervises the Clerical team at Hunting Park and collaborates regularly with the Medical Records team, Patient Access Liaison, Billing Supervisor and Nursing/Medical Assistant team at Hunting Park.

ESSENTIAL FUNCTIONS

Responsible for managing the clerical operations at Hunting Park

Organizes and prioritizes tasks and competing demands in order to facilitate efficient operations in the clerical department.

Provides patient services and serves as a phone operator, as needed

Reconciles batches, reconciles cash collection, and submits deposit slips

Contributes to the organizational budget process including anticipated needs for staffing, equipment, and office décor items.

Stays abreast of HIPAA and OSHA laws and provides training as needed

Responds promptly to patient complaints in accordance with Esperanza Policy and Insurance standards.

Works with management team and the Practice Administrator to continually establish critical success factors for department (i.e. efficient patient data systems, UDS field completion, Patient copayment completion, Appointment reconciliation, and Task Manager completion)

Stays abreast of insurance changes and educating the clerical team as necessary regarding these changes (i.e. new insurances, eligibility verifications, capitated sites, referrals, and prior certification)

Collaborates with other departments to improve operations at Hunting Park in particular, participating on teams, task forces, and other special projects as assigned by supervisor

Attends Managers’ meetings.

Manages office décor and bulletin boards.

2. Responsible for supervising the clerical team at Hunting Park

Supervises the clerical team at Hunting Park.

Performs annual performance evaluations.

Conducts disciplinary meetings and conflict resolutions, as needed.

Trains new clerical team member and ongoing feedback and coaching

Maintains high standards for revenue cycle workflows.

Works with the Assistant Office Manager on scheduling.

Maintains time and attendance for clerical team at Hunting Park

3. Responsible to supervise volunteers utilized as clerical support at Hunting Park

Works with management team to determine need for volunteers

Evaluates whether volunteer staff is appropriate given demands of training, and orienting volunteers to EHC balanced with EHC staff training and oversight.

EDUCATION, KNOWLEDGE, SKILLS, AND QUALIFICATIONS

Bachelor’s degree or 5 years related experience in business or healthcare organization, preferred.

Minimum of 1 year supervisory experience and/or team leadership, required.

Demonstrated ability to perform essential functions of the job, including customer service, phone operation, customer service, etc.

Knowledge of insurances, Centricity, HIPAA, and OSHA

Excellent conflict resolutions skills

Ability to integrate Christian faith with work and share Christian faith with others

WORKING CONDITIONS

Requires extensive computer-related work in a seated position; typing and using mouse.

Requires ability to read fine print on computer screen.

Requires ability to move around the health center and climb stairs at other EHC sites.

Full-time