Business Office Assistant Manager

Job Title: Assistant Business Office Manager

Date: 10/25/2023

Supervision: Reports to Business Office Manager

Supervision Exercised: Assists the Business Office Manager with staff supervision. Assumes all duties of Business Office Manager when he/she is absent.

Classification: Nonexempt

Summary/Objective: Responsible for supporting the business office manager in providing guidance, instruction, direction, and leadership for the assigned team, helping with coordination of business office activities as requested.

Education: High School diploma or GED; Certified Coder preferred but not necessary

Experience: Minimum of 8 years of business office billing and/or collection experience; prior EHR experience necessary; expertise in Microsoft Office programs or willingness to learn more about them

Essential Functions:

1. Provide team leadership and coaching
2. Oversee daily team operations and assigns duties to staff members as needed to meet goals
3. Assists the Business Office Manager with staff scheduling and any personnel issues at the request of the Business Office Manager
4. Assists the Business Office Manager with staff payroll and PTO requests as needed
5. Assure that the team and each team member has the necessary education and training to effectively participate on the team and meet team/individual goals
6. Create an environment oriented to trust, open communications, creative thinking and cohesive team efforts
7. Coach and help develop team members
8. Facilitate problem solving and collaboration
9. Lead by setting a good example – behavior consistent with words
10. Intervene when necessary to aid the group in resolving internal issues
11. Recognize and celebrate team and team member accomplishments and exceptional performance

2. Assist Business Office Manager with all business office functions/tasks:

1. Supervises billing, collections, and data entry staff
2. Maintains contacts with clinic management to facilitate accurate collection of demographics and clinical information
3. Coordinates with Data Informatics Manager related to coding education, direction and support for billing and collections staff
4. Develops and implements new procedures to improve quality and quantity of work processed.
5. Analyzes A/R and provides direction to staff in order to maximize collections and minimize denials and bad debt.
6. Participates in special projects and studies as directed.
7. Communicate team status, task accomplishment, and direction
8. Provide status reporting of team activities compared to the team goals
9. Keep the Business Office Manager and CFO/CIO informed of team accomplishments, issues, and status
10. Serve as a focal point to communicate and resolve interface and integration issues with other teams
11. Escalate issues which cannot be resolved by the team
12. Provide guidance to the team based on management direction
13. Provide team with necessary business information and goals to facilitate target accomplishment
14. Help keep the team focused and on track

1. Coordinate team logistics
2. Work with Business Office Manager and the Senior Administrative Team to obtain necessary resources to support the team’s requirements
3. Obtain and coordinate space, furniture, equipment, and communication lines for team members
4. Establish meeting times, places and agendas
5. Coordinates meetings with the team, Business Office Manager, others as necessary

1. The jobholder must demonstrate current competencies applicable to the job position.

KNOWLEDGE:

1. Knowledge of business management and basic accounting principles to direct the business office.  

1. Knowledge of computer accounting programs, spreadsheets and applications. 

1. Knowledge of medical terminology, coding and office procedures. 

1. Knowledge of third-part and insurance company operating procedures, regulations and billing requirements and government reimbursement programs. 

SKILLS:

1. Skill in establishing and maintaining effective working relationships with other employees, patients, organizations, and the public.

ABILITIES:

1. Ability to process patients and public inquiries and respond with poise and efficiency.
2. Ability to recognize, evaluate, solve problems, and correct errors.
3. Ability to conceptualize work flow, develop plans, and implement appropriate actions. 
4. Ability to maintain confidentiality of sensitive information. 

PHYSICAL/MENTAL DEMANDS: Frequent mobility and/or sitting required for extended periods of time. Manual dexterity for using a calculator and computer keyboard. Some bending and stooping required.

ENVIRONMENTAL/WORKING CONDITIONS: Work is performed in a busy office environment and requires both desk and counter work. Frequent contact with employees and outside agencies. Continual patient contact may involve dealing with angry or upset people. 

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.