Office Manager - Orthopedics

Job Summary:

The Office Manager is the liaison between the physicians, office staff, and Northern Ohio Medical Specialists (NOMS) Administration. This individual is responsible for the administration and application of all Northern Ohio Medical Specialists policies, procedures and protocols. The Office Manager is responsible for the application of and contribution to the goals and objectives of Northern Ohio Medical Specialists. This individual works with the physicians to ensure the smooth operation of the office including the directing, planning and coordinating of all clerical and administrative office activities. Responsible for greeting patients, providing information, communicating with departments, and scheduling appointments as required. Conveys a positive image of medical office.

Essential Functions:

1. Supervises clinical and clerical staff.

2. Develops positive working relationships and establishes a foundation for trust and credibility with physicians and staff.

3. Oversees and manages all daily office operations.

4. Ensures physician and employee compliance with all federal and state regulatory agencies governing healthcare delivery.

5. Ensures compliance with NOMS corporate policies and procedures, including deadlines for submitting time sensitive materials.

6. Develops and implements short- and long-term work plans and objectives for clerical functions. Maintains monthly meeting schedules and agendas with physicians and office staff.

7. Develops guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary. Ensures that office is staffed appropriately.

8. Establishes deadlines for work assignment and completion. Monitors work status and progress.

9. Identifies, analyzes, and resolves workflow problems.

10. Assists in the recruiting, hiring, orientation, discipline, development and evaluation of office staff. Discipline procedures will be done in consultation with physicians and NOMS Director - Human Resources.

11. Resolves operational problems and conflicts and keeps lines of communication open with staff and physicians to ensure high productivity and morale.

12. Identifies and analyzes problems with, and coordinates maintenance of, all office equipment and computer systems.

13. Oversees office payroll and leave records.

14. Oversees and approves office supply inventory, ensures that mail is opened and processed, and that offices are opened and closed according to procedures.

15. Serves as a role model for customer service, and mentors office staff to ensure that patients are treated courteously by office staff and that other visitors are screened and properly directed.

16. Ensures that requests for information are handled promptly and effectively.

17. Works with office staff to ensure efforts are coordinated and high quality patient care is provided.

18. Serves as formal contact person for patient complaints.

19. Prepares reports and manages assigned projects.

20. Participates in professional development activities to keep current in health care trends and practices.

21. Maintains strictest confidentiality regarding patients and office.

22. Ensures that the office functions within and supports the NOMS strategic plan and directives issued by NOMS Senior Management

Competencies:

1. Knowledge of organizational policies, procedures and systems.

2. Knowledge of medical office procedures.

3. Knowledge of computer systems and applications.

4. Knowledge of rules and procedures of the Centers for Medicare and Medicaid Services (CMS), and various insurance payers.

5. Knowledge of medical practices, terminology, and reimbursement policies.

6. Knowledge of ICD-9 and CPT coding.

7. Knowledge of OSHA and HIPAA Compliance

8. Strong leadership, management, judgment, and presentation skills

9. Ability to work well under pressure and effective crisis management skills

10. Strong planning, organizing, multi-tasking, delegating and supervising skills.

11. Ability to evaluate the effectiveness of existing methods and procedures.

12. Ability to operate a variety of common office equipment and computer programs.

13. Ability to research, analyze and interpret all office data and present appropriate reports.

14. Ability to communicate clearly and effectively with all office staff.

15. Ability to set priorities among multiple requests.

16. Ability to interact with patients, medical and administrative staff, and public effectively.

Education and Work Experience:

1. College graduate with a business or clinical concentration preferred.

2. Courses in medical terminology and health care office management preferred.

3. Minimum of three to five years supervisory experience, supervising five or more employees, in a clinical setting required.

Environmental/Working Conditions:

The Office Manager must be able to effectively supervise office staff and provide leadership in a busy medical office setting. Must be able to assess, evaluate, and respond to acute issues in a timely, competent manner. Sets professional example for office staff adhering to Northern Ohio Medical Specialists policies and procedures. Must maintain patient confidentiality.

Physical/Mental Demands:

Normal office environment. Work is typically performed at a desk or table requiring the use of standard office equipment. Intermittent sitting, standing and stooping. May view computer screen for long periods of time. Work may be stressful at times. Interaction with others is constant and interruptive.

OTHER DUTIES: 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.

• Bachelors or better