Office Manager- UHC

WVU Medicine; Center (AL); On-site; USD 48,000 - 65,000; Full time

Job summary

WVU Medicine is seeking an Office Manager to coordinate administrative operations across Emergency Medicine/Hospital Medicine/Intensivist departments. The role supports physicians and APPs, manages calendars, onboarding, and travel, and serves as the primary point of contact for department leadership across multiple sites.

You will handle clerical duties, record maintenance, invoicing, meetings, and EMR-based queries to support efficient department functions.

Qualifications

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

Responsibilities

• Performs general clerical duties: answers phones, screens calls, takes messages, distributes mail.
• Manages calendars, coordinates meetings, and handles catering logistics.
• Maintains department records and processes monthly reconciliations.
• Assists providers with onboarding, training, and travel arrangements.
• Resolves EMR queries and prepares reports for leadership.

Skills

Administrative experience

Healthcare administrative experience

Communication skills

Education

High school diploma or equivalent

Associates Degree

Job description

Welcome! We’re excited you’re considering an opportunity with us!

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

1. 1. Performs general clerical duties:
   1. 1. Answers telephones, screen calls, takes detailed messages and provides information as needed.
   2. 2. Sorts and distributes mail
   3. 3. Maintains up-to-date phone log for staff
   4. 4. Monitors and maintains/orders office supplies/equipment as needed
   5. 5. Prepares work orders for repairs
   6. 6. Coordinates meetings and organizes catering in person and/or via Microsoft Teams
   7. 7. Arranges catering needs for special occasions
   8. 8. Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration
   9. 9. Maintains Medical Director’s calendars
   10. 10. Completes monthly department credit card reconciliation
   11. 11. Completes all WorkDay invoice coding in a timely manner
   12. 12. Utilizes EMR to respond to internal/external queries
   13. 13. Assists in maintaining department employee records
2. 2. Acts as point person for the department providers/leadership
   1. 1. Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures
   2. 2. Ensures new providers are EMR trained prior to start
   3. 3. Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)
   4. 4. Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns
   5. 5. 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
   6. 6. Updates all CME purchase details/balances
   7. 7. Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed
   8. 8. Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO
   9. 9. Completes monthly Independent Contractor Timesheets/Invoices
   10. 10. Collects and files monthly Medical Director timesheets (reports out when needed)
   11. 11. Completes all provider extra duty hours for the Administrator
   12. 12. Calculates and forwards Acute Resource Group monthly hours to administration
   13. 13. Provides leave of absence assistance working with Absence Manager & WVUM LOA Team
   14. 14. Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices
   15. 15. Ensures WC1 forms are completed and submitted in a timely manner
   16. 16. Assigns patients to Hospitalist providers (Daily assignment)
   17. 17. Assists providers with death certificate completion
   18. 18. Assists Medical Director in annual evaluation completion
   19. 19. Conducts research to develop outcomes for special projects
   20. 20. Completes grievance reporting and letters
   21. 21. Creates presentations and reports for Medical Director
3. 3. Assists/assembles information for reports
   1. 1. Maintains all EMR metric reports
   2. 2. Assembles daily, weekly, monthly, and yearly patient census reports
   3. 3. Completes weekly dashboards
   4. 4. Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, works with providers to complete charts in a timely manner
   5. 5. Maintains patient transfer reports
   6. 6. Coordinates with Hospitalist Medical Director to record and report excess duty volume incentive data to Administration
   7. 7. Manages monthly time study and sends to CFO
4. 4. Performs as on-site department key contact
   1. 1. Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment with credentialing, reappointments, and onboarding
   2. 2. Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.) and organizes arrangements for certification training
   3. 3. Works closely with Case Management for denial letters
   4. 4. Assists Stroke Coordinator/Trauma Manager as needed

PHYSICAL REQUIREMENTS

1. Manual dexterity in order to operate office equipment.

2. Ability to drive to different sites

WORKING ENVIRONMENT

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:

UHC United Hospital Center

Cost Center:

1606 SMG Non-Allocated Unassigned

Address:

327 Medical Park Drive
Bridgeport
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.