Office Manager Northern Region: Anesthesia

WVU Medicine; Wheeling (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

The Office Manager at Wheeling Hospital Inc. will organize and coordinate office operations across Emergency Medicine, Hospital Medicine, and the Intensivist departments to ensure smooth daily workflows and accurate records.

The role supports Physicians and APPs, liaises with community hospital departments, handles meetings, onboarding, and special projects, and adapts to changing operational needs across locations.

Qualifications

• High school diploma or equivalent.
• Two years administrative or healthcare administrative experience.
• Associates Degree preferred.
• Two years of administrative experience in a medical office setting.

Responsibilities

• Performs general clerical duties such as answering phones, screening calls and distributing messages.
• Maintains up-to-date phone logs and coordinates meetings and catering.
• Manages department calendars, onboarding, and EMR-related queries.
• Drives travel arrangements and reimbursement processes using WorkDay.
• Prepares monthly department time sheets, invoices, and payroll-related tasks.
• Assists in maintaining department employee records and provider orientation.
• Creates presentations and reports for Medical Director and leadership.
• Maintains relationship with physicians and APPs as department point of contact.

Skills

Administrative experience

Healthcare administration

Office coordination

Education

High school diploma

Associate degree (preferred)

Tools

WorkDay

EMR systems

Microsoft Teams

Job description

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure the smooth daily operation of the Emergency Medicine/Hospital Medicine/Intensivist departments. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, and conducting/managing special projects. The Office Manager is the key contact in a community Emergency Department/Hospital Medicine/Intensivist Department, supporting all efforts for the Physicians and Advance Practice Professionals (APPs), as well as the liaison to Community Hospital Departments that interact with the Medical Director and Providers. The Office Manager position can support a variety of locations/service lines and is ever changing to meet growing operational needs.

MINIMUM QUALIFICATIONS

EDUCATION, CERTIFICATION, AND/OR LICENSURE

1. High school diploma or equivalent.

EXPERIENCE

1. Two (2) years of administrative or healthcare administrative experience.

PREFERRED QUALIFICATIONS

EDUCATION, CERTIFICATION, AND/OR LICENSURE

1. Associates Degree.

EXPERIENCE

1. Two (2) years of administrative experience in a medical office setting.

CORE DUTIES AND RESPONSIBILITIES

The statements described here are intended to describe the general nature of work being performed by people assigned to this position.They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.Other duties may be assigned.

1. Performs general clerical duties:

2. Answers telephones, screen calls, takes detailed messages and provides information as needed.

3. Sorts and distributes mail

4. Maintains up-to-date phone log for staff

5. Monitors and maintains/orders office supplies/equipment as needed

6. Prepares work orders for repairs

7. Coordinates meetings and organizes catering in person and/or via Microsoft Teams

8. Arranges catering needs for special occasions

9. Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration

10. Maintains Medical Director’s calendars

11. Completes monthly department credit card reconciliation

12. Completes all WorkDay invoice coding in a timely manner

13. Utilizes EMR to respond to internal/external queries

14. Assists in maintaining department employee records

15. Acts as point person for the department providers/leadership

16. Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures

17. Ensures new providers are EMR trained prior to start

18. Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)

19. Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns

20. As designated delegate, works directly with providers to complete any travel and/or purchase reimbursements in WorkDay; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider

21. Updates all CME purchase details/balances

22. Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed

23. Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO

24. Completes monthly Independent Contractor Timesheets/Invoices

25. Collects and files monthly Medical Director timesheets (reports out when needed)

26. Completes all provider extra duty hours for the Administrator

27. Calculates and forwards Acute Resource Group monthly hours to administration

28. Provides leave of absence assistance working with Absence Manager & WVUM LOA Team

29. Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices

30. Ensures WC1 forms are completed and submitted in a timely manner

31. Assigns patients to Hospitalist providers (Daily assignment)

32. Assists providers with death certificate completion

33. Assists Medical Director in annual evaluation completion

34. Conducts research to develop outcomes for special projects

35. Completes grievance reporting and letters

36. Creates presentations and reports for Medical Director

Assists/assembles information for reports

1. Maintains all EMR metric reports

2. Assembles daily, weekly, monthly, and yearly patient census reports

3. Completes weekly dashboards

4. Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, works with providers to complete charts in a timely manner

5. Maintains patient transfer reports

6. Coordinates with Hospitalist Medical Director to record and report excess duty volume incentive data to Administration

7. Manages monthly time study and sends to CFO

8. Performs as on-site department key contact

9. Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment with credentialing, reappointments, and onboarding

10. Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.) and organizes arrangements for certification training

11. Works closely with Case Management for denial letters

12. Assists Stroke Coordinator/Trauma Manager as needed

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Manual dexterity in order to operate office equipment.
2. Ability to drive to different sites

WORKING ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Travel to clinical sites is required from time to time.

Additional Job Description

Scheduled Weekly Hours

40

Shift

Exempt/Non-Exempt

United States of America (Exempt)

Company

WH Wheeling Hospital Inc.

Cost Center

7833 SMG Anesthesia WH

Address

1 Medical Park Drive

Wheeling

West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively “WVUHS”) is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.