Office Manager

Clearway Pain Solutions Institute; Panama City (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Clearway Pain Solutions Institute is seeking an Office Manager to oversee all administrative operations for the designated office. The role supervises support staff, maintains patient records in HIPAA-compliant fashion, and ensures accurate scheduling, billing and reporting to support smooth daily operations.

Key duties include coordinating staff schedules, coaching and development, handling patient concerns, ensuring timely payroll timecards, conducting audits, and collaborating with clinicians

Qualifications

• High School Diploma or GED and at least 3 years medical office management experience.
• Bachelor’s Degree in a related field preferred.
• Strong knowledge of Internet and Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and oral communication with exceptional customer service.
• Ability to build effective relationships with doctors, staff and the public.
• Flexible, multi-tasking, detail oriented and organized; able to work independently and in a team.
• Knowledge of healthcare field, medical terminology and HIPAA requirements.

Responsibilities

• Oversees all administrative operations for the designated office.
• Manages staff schedules and coverage; ensures timely payroll timecards.
• Maintains patient records in HIPAA-compliant manner and handles patient concerns.
• Coordinates day-to-day office functions and reporting; prepares daily reports.
• Coaches staff, mentors, and develops team; ensures professional standards are met.
• Balances interdepartmental collaboration and cross trains staff for coverage.
• Ensures supplies, audits, and compliance with policies.

Education

High School Diploma or GED

Bachelor’s Degree (preferred)

Tools

Microsoft Office

Internet

EMR

Job description

The Office Manager oversees all administrative operations in designated office as assigned. Effectively manages all administrative duties and staff. Supervises all the support staff.

Essential Duties and Responsibilities:

• Perform job in accordance with Company Mission, vision and goals.
• Exercise confidentiality in all areas, abiding by HIPAA rules and regulations.
• Organizes all administrative functions and is responsible for efficient day-to-day functioning of related staff.
• Is responsible for staff schedules and ensuring coverage in the absence of a staff member. Schedules for appropriate overage and utilization of support staff.
• Clearly defines each administrative staff member’s job responsibilities.
• Assists staff members through coaching, mentoring and other development activities.
• Fills in for front-line staff (i.e.: Medical Assistants, Front Desk, etc.), as needed.
• Completes administrative and clinical personnel evaluations.
• Establishes and maintains an environment that promotes and supports professional practices and standards.
• Serves as a role model in leadership abilities, applications of principles of teaching, management and effective communication.
• Complies with established best practices and policies/procedure.
• Acts as a patient advocate, ensuring a setting that protects the rights of the patient and provides an atmosphere that does not compromise the patient’s physical or mental wellbeing, safety or dignity.
• Possess the ability to recognize and initiate the correction of problem areas.
• Oversees the proper handling of patient medical records, as required under HIPAA regulations.
• Ensures that all appointments are scheduled appropriately and adhere to the applicable internal policies and procedures.
• Ensures patient balances are collected.
• Promotes smooth interaction with other departments and fosters good interdepartmental relations.
• Responsible for ordering necessary office supplies.
• Creates, reviews and manages daily reporting.
• Ensures all reports are accurately submitted/distributed in a timely manner.
• Cross trains all staff to ensure effective coverage during absences.
• Keeps doctors schedule and schedule for office.
• Effectively handles patient complaints in a timely and appropriate manner.
• Ensures that time cards are accurate for payroll and ensures all timecards are reviewed/approved by staff and the Office Manager by appropriate deadlines.
• Works with senior management to develop, implement, and monitor effective work.
• Attends operations meetings, as necessary.
• Follows instructions; responds to management direction; accepts personal responsibility for actions, performance and results; keeps commitments; completes tasks on time or notifies appropriate person with alternate plan
• Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone’s efforts to succeed.
• Independently works though situational issues and uses problem solving skills to achieve desired outcome.
• Ensures daily cash is collected and reconciled to prepare for pickup.
• Participates in quarterly audits.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma or GED AND three (3) years medical office management experience; OR an equivalent combination of education and experience.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills, including exceptional customer service.
• Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
• Must be able to work individually as well as within a team.
• Must be able to follow both verbal and written instructions.
• Must be able to work a flexible schedule.
• Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to problem solve and use reasoning.
• Must be able to meet predefined quality standards.
• Must maintain and project a professional attitude and appearance at all time.
• Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

Preferred Qualifications:

• Bachelor’s Degree from an accredited college or university.
• Four (4) years of prior experience working in a medical practice.
• One (1) year of prior experience working with an Electronic Medical Record (EMR).

Driving/Travel:

The employee must have reliable transportation. Travel for this position may be required up to 40%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.