Medical Office Manager - Poughkeepsie

QMMS USA LLC; United States; 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

Voluntary life insurance

401(k)

Pet insurance

Job summary

ENT and Allergy Associates (ENTA) in Poughkeepsie seeks a full-time Medical Office Manager to oversee a busy multi-provider office. You will supervise staff, recruit and train personnel, manage scheduling, and ensure seamless daily operations within budget.

The role requires strong EMR experience (IFOD, Next Gen), fluency with patient flow tools like Phreesia, and hands-on supervision of billing and administrative processes.

Qualifications

• Experience managing a large office with staff and daily operations.
• Knowledge of EMR systems (IFOD) and Next Gen EMR.
• Experience with scheduling, staffing, and payroll/billing processes.
• Ability to train and supervise personnel and manage vendor relations.

Responsibilities

• Manage day-to-day responsibilities of a large office with >5 staff.
• Recruit, train, evaluate, schedule and supervise personnel.
• Oversee EMR procedures (IFOD) and quick action when systems fail.
• Train staff on IFOD functions and on Phreesia usage.
• Ensure proper billing, accounts payable, petty cash, and audits.
• Maintain neat office spaces and support phone coverage and patient concerns.
• Review physician schedules and staff schedules; enforce scheduling policies.
• Produce KEPT and Encounters reports and coordinate with PSA for billing edits.

Skills

Office management

Staff supervision

Recruitment

Training

EMR systems

Budgeting

Scheduling

Tools

Next Gen EMR

Phreesia

E-Requestor

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 Poughkeepsie office.

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

Job Responsibilities

• The overall purpose of this position is to manage all the day-to-day responsibilities of a large office, where the staff size is greater than five people.
• 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 that 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
• Can 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 and voluntary life insurance
• 401(k)
• Pet insurance

About ENT and Allergy Associates (ENTA)

ENT and Allergy Associates (ENTA) is the largest ENT, Allergy, and Audiology practice in the country, with over 475 clinicians practicing across 70+ clinical locations in New York, New Jersey, Pennsylvania, and Texas. Each ENTA clinical office is comprised of world-class physicians who are specialists and sub-specialists in their respective fields, delivering the highest level of expertise and care to patients of all ages. Our comprehensive services include: Adult and Pediatric ENT and Allergy Voice and Swallowing Advanced Sinus and Skull Base Surgery Facial Plastics and Reconstructive Surgery Treatment of Inner Ear Disorders and Dizziness Asthma-related services Diagnostic Audiology and Hearing Aid Dispensing Sleep and CT Services ENTA is affiliated with some of the most prestigious medical institutions in the world. Each year, ENTA physicians are recognized as "Top Doctors" by Castle Connolly, reflecting our strong commitment to exceptional patient care and clinical excellence.

HÜMI

HÜMI: Backed by over 25 years of experience, Hümi (formerly Quality Medical Management Services USA, LLC, or QMMS USA) specializes in healthcare management and consultancy across practice operations and management, revenue cycle and enhancement, compliance, HR management, and business applications. With a seasoned team and a commitment to excellence, Hümi delivers cutting-edge healthcare business management solutions. By implementing best practices at every step, Hümi ensures measurable success for its clients. At its core, Hümi represents the human side of healthcare, where operational excellence meets a people-first philosophy.

ENT & Allergy Associates Network

ENT & Allergy Associates (ENTA) is the largest ENT, Allergy, and Audiology network in the country, with over 475 clinicians who practice in over 80 clinical locations throughout New York, New Jersey, Pennsylvania, and Texas. Each ENTA clinical office is comprised of world-class physicians who are specialists and sub-specialists in their respective fields, providing the highest level of expertise and care. With a wide range of services including Adult and Pediatric ENT & Allergy, Voice and Swallowing, Advanced Sinus and Skull Base Surgery, Facial Plastics and Reconstructive Surgery, Treatment of Disorders of the Inner Ear and Dizziness, Asthma-related services, Diagnostic Audiology, Hearing Aid Dispensing, Sleep and CT Services, ENTA Is able to meet the needs of patients of all ages. ENTA is also affiliated with some of the most prestigious medical institutions in the world. Each year ENTA physicians are voted "Top Doctor" by Castle Connolly, a true testament to the exceptional care and service they provide to their patients.

EEO Statement

ENT and Allergy Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.