Office Manager oversees and manages the daily activities of office staff to ensure efficient operations, service delivery and expense control. Develops and implements procedures and policies for all administrative activities. Being an Office Manager typically manages record-keeping, document preparation, mail distribution, reception, bill or invoice processing, maintenance services, technical support, project coordination/scheduling, and other related internal operations. Oversees the selection of vendors and the purchase of office equipment and supplies. Additionally, Office Manager coordinates resources to troubleshoot, determine the best solutions, and solve problems. Tracks and analyzes operational costs and monitors budget. Recruits, trains, and coaches office staff to achieve optimal performance. May require a bachelor's degree. Typically reports to a head of a unit/department. The Office Manager supervises a group of primarily para-professional level staffs. May also be a level above a supervisor within high volume administrative/ production environments. Makes day-to-day decisions within or for a group/small department. Has some authority for personnel actions. To be an Office Manager typically requires 3-5 years experience in the related area as an individual contributor. Thorough knowledge of functional area and department processes. (Copyright 2024 Salary.com)
Essential Job Responsibilities:
• Prepares clinic for daily operation.
• Oversees schedules and daily work assignments of the Front Desk Receptionists assigned to clinic
location.
• Oversees and coordinates patient flow and routine clinic operations to ensure smooth workflows.
Serves as the on-site point of contact for Physicians. Checks with Clinical Teams to evaluate wait
times and assist with delays when possible.
• Addresses and resolves front-line patient complaints, problems, and issues as they arise. Escalates
serious issues to the Patient Liaison as needed.
• Coordinates IT issues and troubleshooting with the Help Desk. Places work orders for maintenance
issues as needed.
• Assists the Front Desk staff with check-in/check-out processes during busy times or as needed.
• Monitors and orders supplies for clinic location. Ensures that all exam areas are clean and stocked.
• Prepares various reports as needed.
• Oversees clinic closing procedures.
• Participates in developing department goals, objectives and systems to support the overall mission of
the organization; recommends new approaches and procedures to continually improve efficiency of
the department and services.
• Performs other duties as assigned.
Education and Experience:
• High school diploma or equivalent.
• 1-3 years’ of Medical Office Administration. Prior supervisory experience highly preferred.
Other Requirements:
• Exceptional customer service, interpersonal skills, and communication skills.
• Proficiency of electronic records systems preferred. Must have strong data entry skills.
• Must be able to complete tasks with a high-degree of efficiency and accuracy while working
in a fast-paced environment with frequent disruptions.
• Must demonstrate ability to analyze data and resolve complex problems.
• Must have the ability to work independently while managing time and workload
appropriately.
• Must be able to demonstrate the ability to work independently within interpretive guidelines, and
perform effectively in a fast-paced and constantly changing environment.
• Must be able to build and maintain effective working relationships with patients, employees, and
physicians. Must be able to demonstrate a strong sense of customer-focus.
• Must be able to demonstrate exceptional written and verbal communication skills.
• Must have and maintain a valid Mississippi driver's license and be able to travel to all clinic locations,
as needed.
• Must have the ability to work overtime, as needed.
• Must have the ability to meet the physical requirements necessary to successfully perform required
job duties.
Job Type: Full Time
Remote: None
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