Job Detail

• Job Title: OFFICE MANAGER

Department: Clinic Operations
Reports to: Regional Director of Operations
Date Written: Rev. 11/2022
Job Status: Regular Full Time / Exempt
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.

• 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

Skills/Abilities

• 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

Education and Experience

• Experience in the area of health or business management/Leadership. Bachelor’s 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

Supervisory Responsibility

• 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

• Conduct 1:1 with direct reports

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.

Job Type: Full-time