Physician Office Manager

Chesapeake Regional Healthcare; Chesapeake (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

Chesapeake Regional Healthcare is seeking an Office Manager to oversee the day-to-day operations of a physician practice location in Chesapeake, VA. The role focuses on maintaining patient flow, physician productivity, and compliance with state and federal guidelines, while managing budgeting, payroll, and vendor relationships.

Responsibilities include EMR support, staff supervision, and ensuring adherence to CRMG policies, HIPAA, and regulatory requirements.

Qualifications

• Experience managing a physician practice.
• Knowledge of medical terminology and coding.
• Familiarity with HIPAA and health care regulations.
• Proficiency with electronic medical records (EMR).

Responsibilities

• Oversee daily operations of the physician practice location.
• Ensure patient flow and physician productivity.
• Manage budgeting, accounts payable, payroll entry and expense control.
• Supervise staff and support hiring/termort procedures as needed.
• Coordinate contracted service providers (Lab, Radiology, Housekeeping).

Skills

Medical terminology

Practice management

Coding

EMR systems

Third-party insurance procedures

Office procedures

Education

High School Diploma

Bachelor's degree in Business Administration or Health Care Administration

Tools

EMR system

Job description

Summary

The Office Manager is responsible for overseeing day to day operations in a physician’s office, maintaining and increasing patient flow and physician productivity, ensuring practice, physicians and staff are compliant with state and federal guidelines as well as the guidelines of CRMG, maintaining reducing costs and expenses, ensuring timely documentation, coding and charge entry, accounts payable, payroll entry, budget creation and employee management.

Essential Duties And Responsibilities

• Supports the hospital's mission to provide consistent, quality health care services by demonstrating respect for all patients, families, guests, fellow employees and medical staff.


• Displays courtesy and sensitivity when interacting with customers, peers and others.


• Effectively relates any customer input with regards to customer service to the appropriate person.


• Keeps patient, family members informed as it relates to patient care, always maintaining confidentiality.


• Participates on committees, meetings, in-services and activities that support CRMG as assigned by Director.


• Assists all CRMG physicians with EMR troubleshooting.


• Interviews, hires and terminates employees on an as needed basis. Maintains documentation of disciplinary issues.


• Recommends short- and long-term goals for CRMG to the director.


• Prepares and supports a yearly budget and makes recommendations for growth.


• Helps maintain facility and equipment to ensure cleanliness, sterility and operational ability at all times. Ensures practice is following CRMG, HIPAA and state and local rules and regulations.


• Evaluates need for new/different items relative to competitive trends and needs of the community and practice.


• Coordinates the practice's contracted service providers (Lab, Radiology, Housekeeping, etc.).


• Communicates effectively and professionally with patients, families and coworkers.


• Interacts with others in a positive, respectful and considerate manner.


• Promotes effective communication among the facilities business office, clinical areas and hospital staff.


• Promotes cost containment and efficient use of facility resources.


• Analyzes work area and makes recommendations for potential cost-effective improvements.


• Oversees business office functions to maintain efficiency.


• Monitors payroll and benefits program for accuracy, timeliness, cost effectiveness and compliance with state and federal regulations.


• Implements approved human resource policies and procedures according to applicable state and federal laws.


• Enters employee’s payroll.


• Completes or oversees evaluation process for CRMG corporate employees.


• Oversees and contributes the employees' orientation and mandatory education program.


• Directs in-service education programs with regard to purpose, content and need; ensures staff attendance.


• Participates in continuing education and other learning experiences.


• Ensures physicians' certifications/licenses are up to date.


• Maintains memberships to relevant professional organizations.


• Seeks new learning experiences by accepting challenging opportunities and responsibilities.


• Maintains schedules for maximum productivity.


• Facilitate patient complaints by utilizing the electronic medical record to view previous visits, demographic information, and notes placed in chart in regard to patients care.


• Scan external documents into the electronic medical record.


• Print patient information from electronic medical record.


• Access to preform audits on end user access.


• Access to all system reporting tools and functions to review practice daily functioning.


• Request new staff hires through Position Manager.


• Collaborates with director to develop final consolidated budget.


• Review and approve the business or practice invoices, and forwards to accounts payable in a timely manner. Follow up and investigate and past due invoices.


• Attend required hospital-wide orientations, meetings, and in-services.


• Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care.

Supervisory Responsibilities

Reports To: Director CRMG

Supervises: 1 Practice Location

Responsibilities

• Oversight and management of practice operations and staff within assigned location.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

Minimum Required Education

• High School Diploma

Preferred Education

• Bachelor's degree in Business Administration, Health Care Administration or related field required

Experience

• Minimum of 2 years’ experience in health care setting.


• Practice management experience preferred.

Personal Qualifications

• Must be able to demonstrate successful experience managing a physician practice, including knowledge of medical terminology, coding, third party insurance procedures, practice management, electronic medical record application and general office procedures.


• Coding experience required or must be willing to achieve coding education.

Certificates, Licenses, Registrations

• N/A