Job Description

**ONLY APPLICANTS WHO HAVE WORKED AS PHYSICIAN OFFICE MANAGERS WILL BE REVIEWED**

We are seeking an EXPERIENCED Physician Office Manager that has held an Office Manager or Assistant Office Manager position in a Physician’s Office. The Office Manager will be responsible for organizing and coordinating administration duties and office procedures to ensure the smooth day-to-day operations of a subspecialty office. The Office Manager will help to create and maintain a professional work environment, ensuring the highest level of effective organizational communication and safety. The Office Manager will have experience with various office software, email tools, and spreadsheets, and be able to accurately handle administrative duties. The ideal candidate will also have familiarity with physician office procedures. The Office Manager will handle a wide range of administrative, HR, IT and clerical duties.

Duties and Responsibilities:

• Perform the acting duties as directed by the CEO
• Ensure compliance with the organizational policies and procedures
• Liaison between Providers, Management, and other departments
• Supervision and direction of office staff by assisting in planning, assigning, and directing the workflow to ensure adequate staffing to support the providers and ensure optimal productivity
• Assist in the hiring, training, developing, and evaluating employee performance
• Monitor front office operations to maximize collection of payments, check in/out processes, and excellent customer service
• Assist in the maintenance and accuracy of personnel records
• Monitor staff time to ensure within assigned work times and no overtime, except as approved
• Ensure all timecards are complete and accurate
• Payroll processing
• Accounts Payable and Receivables
• QuickBooks data entry and reconciliation
• Interact with patients, families, and visitors with good service skills
• Research and assist with patient billing issues
• Serve as a leader in communication and teamwork to ensure the highest level of patient care
• Administer disciplinary action to employees as necessary as guided by the CEO
• Reconcile daily deposits prepared by front office staff
• Monitor and maintain adequate office supplies
• Monitor and ensure office equipment, computers and EMR Software is functioning well, and arrange for maintenance and repair as needed
• Handles phone calls, distributing mail, typing documents, forms and spreadsheets as needed
• Effectively communicate issues with staff, patients, and vendors to CEO
• Prepare reports for CEO as needed
• Participate in or conduct meetings as required
• Assist in ensuring compliance of all established safety of regulatory guidelines, including HIPAA, OSHA and infection prevention policies and procedures
• Identify and resolve problems in a timely manner
• Other duties, as assigned.

Job Requirements:

• High School Diploma or GED required, as a minimum
• Must have held an Office Manager or Assistant Office Manager position in a Physician Office
• Knowledge of all office equipment, including computers, copiers, fax, scanners, and printers
• Good working knowledge of Word processing, spreadsheets, QuickBooks, and electronic medical record systems
• Excellent organizational and interpersonal skills
• Excellent oral and written communication skills
• Ability to multitask and meet deadlines
• Detail oriented
• Ability to work independently
• Respect for the confidentiality of all communications within job duties, including patient and employee records.

Physical Demands:

• Regularly walk, stand, or stop; occasionally lift, carry, push, pull, or otherwise move objects weighing up to 25 lbs.

Working Conditions:

• Work is performed in an office setting.

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