Job Summary: Under the direction of the Regional Director of Operations and the general administrative direction of the COO, the Office Manager will oversee and perform a variety of skilled tasks and responsibilities ensuring the efficiency and stability of their assigned medical office operations.
Job Duties & Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills/Abilities
Education and Experience
Supervisory Responsibility
Work Environment
This job operates in multiple fast-paced professional medical clinics with multiple medical providers and supporting staff.
Physical Demands
The employee is required to stand and use both hands for typing for extended periods of time. Walk, climb or balance; and stoop, kneel, crouch, or crawl periodically. The employee must be able to lift and/or move up to 45 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Position Type and Expected Hours of Work
This is a full-time, exempt position. Days of work are Monday through Friday. The Office Manager must be available during the core work hours. Long hours and occasional evening and weekend work may be required as job duties demand.
Travel
This position requires up to 25% travel. Travel to multiple clinic locations, which are located throughout the Inland Empire and surrounding areas, will be required throughout the week, and at times on short notice.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Wholeheartedly believes in, and exemplifies Pacific Dermatology Institutes Vision, Purpose and Goals on a daily basis
Maintains a safe, secure, and healthy work environment by establishing and following standards and procedures that comply with PDI policies and procedures, CMS guidelines, CLIA, and OSHA regulations
Assists with and oversees the hiring of clinic staff and ensures quality training is completed in a timely and efficient manner
Assist with Provider documentation and credentialing information for all participating health plan
Oversees the progress of assigned clinics in terms of meeting targets and goals
Maintains compliance for reviews of midlevel providers' medical records
Prepares weekly bank batches, deposits and submits reports for review
Prepares daily, weekly, monthly, quarterly, and year-end logs and reports
Oversees the daily operations of assigned clinics
May require assisting the back office or front desk receptionist to help keep staff and providers on schedule and task
Identifies documents and promptly resolves operational or employee problems. Immediately informs the Director of Operations and Human Resources when a situation has the potential to adversely affect the corporation
Supervises all assigned personnel and maintains current and accurate time and attendance records
Responsible for maintaining and overseeing Lean standards (5S)
Update job knowledge by participating in educational opportunities; reading professional publications, attend seminars, conferences and continuing education courses assigned by PDI
Completion of competencies in every department within the first 12 months of employment
Maintain a clean driving record, a valid driver's license, and evidence of valid auto insurance at all times
Have full knowledge of PDI handbook, training materials and all policies and procedural updates
Excellent communication and interpersonal skills
Ability to thrive in a fast-paced environment and prioritize tasks based on level of importance
Proficiency using sophisticated medical equipment
Typing skills (45 wpm)
Outstanding organization, multi-tasking, analytical, problem-solving, and time management skills
Must be able to coordinate a series of activities simultaneously
Must show ability to work as part of a team; Ability to fill-in as needed
Must have excellent leadership and management skills and the ability to work and achieve targets within stipulated time limits
Must be able to work independently with minimal supervision
Must be observant, detailed and customer service oriented
Ability to motivate staff
Ability to establish and maintain effective working relationships with providers, employees, patients and the public
Ability to seek, understand, demonstrate and implement changes
Experience in the area of health or business management/Leadership. Bachelors degree from a four-year college or university in either field preferred
Completion of an accredited Medical Assistant Certification Program: National Certification preferred
Experience working in a medical field, preferably in the field of Dermatology
Advanced knowledge of medical terminology
Expert knowledge with insurance practices including Managed Care, Medicare, Medicaid, and capitated guidelines
At least one year of experience in a leadership capacity
Basic Life Support (BLS), First Aid Certification preferred
Working knowledge of Electronic Medical Record software with experience conducting fast-paced scribing in a clinical medical environment
Intermediate to advanced knowledge of Microsoft Office products
Advanced knowledge of ICD-10 and CPT codes, modifiers and procedures
Advanced understanding of HIPAA rules and regulations
Completion of all CDT training modules with a passing score
Plan and supervise the work of the assigned clinic staff
Verify in HRIS System including but not limited to, timecards, time off requests, employee changes
