Medical Office Manager - New Rochelle

ENT and Allergy Associates; New Rochelle (NY); On-site; USD 64,000 - 66,000; Full time

Benefits offered by this job

Medical, Dental, and Vision insurance

Company-paid long-term disability

Flexible Spending Account (FSA)

Company-paid life insurance

Job summary

ENT and Allergy Associates, LLP, together with Hümi, seeks a Full-Time Medical Office Manager for the New Rochelle office. Salary ranges from $64,350 to $66,000 per year and the role oversees staffing, training, scheduling, and daily EMR/office operations.

Responsibilities include staff supervision, ensuring efficient patient flow, managing office budgets and processes, and coordinating with HR to handle staffing concerns. Monday–Friday schedule with potential changes based on office needs.

Qualifications

• Experience managing a medical office operations.
• Strong ability to recruit, train and supervise staff.
• Familiar with EMR policies and patient flow management.

Responsibilities

• Directly or indirectly recruit, train, evaluate, schedule and supervise staff.
• Ensure staff know how to use IFOD functions (Icon/USB) and EMR systems.
• Train all employees on Phreesia and related processes.
• Maintain neat and orderly office spaces (waiting room, exam rooms, etc.).
• Review physician schedules daily to enforce the 5-per-hour policy.

Skills

Office management

HR coordination

Staff training

Scheduling

EMR proficiency

Tools

Phreesia

EMR systems (Next Gen)

Job description

Job Description:

ENT and Allergy Associates (ENTA) and Hümi, one of the nation's largest ENT, Allergy, and Audiology medical practices, is seeking a Full-Time Medical Office Manager for our New Rochelle office.

Salary: $64,350-$66,000/year

Job Responsibilities:

• Responsible for directly or indirectly of the recruitment, training, evaluation, scheduling and supervision of all personnel.
• Responsible for IFOD procedures (EMR offices), must know this policy and procedure and act quickly when the computers go down.
• Responsible for training all employees on how to use the IFOD functions (Icon/USB).
• Responsible to ensure all staff understands and knows how to use Phreesia.
• Educates staff regarding job requirements and expectations.
• Works with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages.
• Documents personnel problems in employee records.
• Counsels staff when necessary.
• Most important, make sure that the office waiting room, exam rooms, kitchen, file rooms, etc are neat and tidy at all times.
• Throughout the day assists with answering the phones, assisting with patient complaints or concerns, covers for other staff members when they are out sick.
• Reviews ALL physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient is followed.
• Reviews and creates daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc.
• If the office is on the PRRC, the PSA is responsible for auditing schedules.
• Must review ALL work log tasks on a daily basis. This is extremely important to make this part of your every day routine in Next Gen, this will be included in your annual review.
• Order and maintain accurate levels of all office supplies and forms. Establish relationships when necessary with vendors and suppliers. Must train staff on E-Requestor, the new purchasing software.
• Operate the office under specified budget constraints, prepare and approve invoices to be paid, follows appropriate policy and procedure.
• Must ensure Petty Cash is reconciled on a daily basis, along with the change draw if the office has one.
• Responsible for Old A/R if transition is involved, responsible for reconciling old A/R, and preparing old EOB/Monies for the corporate office. (if biller on staff, this is N/A).
• Deposits are to be made daily, creating a mail payment journal, attaching the appropriate documentation.
• All offices must run KEPT reports to ensure all charges from that day are accounted for.
• PSA's must run KEPT reports, and drop charges daily, and run Encounters with No Charges weekly, the encounters with no charges will allow you to catch charges that were accidently "missed".
• PSA's are responsible to run claim edits after their charges have been dropped. This scrubs the errors, and allows the PSA to task the physician for information that is needed in order to send the claim to the insurance carrier.
• Keep accurate Payment Journal & Account Payable logs in your Policy & Procedure book.
• Precertify and schedule surgeries, tally monthly surgery totals, referrals & assists. Post daily Surgical Charges (N/A if office has a surgical coordinator).
• Work directly with doctors in communicating office schedules health insurance issues, medical fees and follows up on patient information.
• Ensure that proper codes are used for various procedures and EM visits. In conjunction with the Billing Director, ensures all physicians and staff are appropriately educated regarding billing processes relayed to them, including documentation guidelines and appropriate billing and coding of services.
• Posts ALL hospital consults and ER visits each month for the physicians.
• Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies and procedures, insurance info, memos, etc.
• Handles all Medical Record Requests, or coordinates this responsibility with the file coordinator. Ensures all CBO Billing requests are sent back with the appropriate information, and in a timely fashion.
• Ensures that the Facility Checklist is maintained throughout the year (i.e carpet cleaning, waxing exam room floors, etc.)
• Will learn and help train all employees on the new EMR (Electronic Medical Records).

Personal Attributes:

• Can handle a multitude of tasks simultaneously
• Able to deal effectively with employees
• Willing to train personnel
• Usually first to arrive in the office

Schedule:

Monday-Friday: 8:30am-5:00pm

*Please note: schedule subject to change based on office needs.

Benefits:

• Medical, Dental, and Vision insurance
• Company‑paid long‑term disability
• Flexible Spending Account (FSA)
• Company‑paid life insurance