Office Manager

Job Summary

The Office Manager will be responsible for managing office staff, coordinating administrative functions, and ensuring efficient and effective office operations. The ideal candidate will have strong leadership skills, excellent organizational abilities, and a background in healthcare administration.

Duties and Responsibilities

• Staff Management and Supervision: Recruit, hire, train, and supervise office staff, including receptionists, medical secretaries, and administrative assistants. Provide leadership, guidance, and support to office staff, fostering a positive and productive work environment.
• Administrative Coordination: Coordinate administrative functions, including patient scheduling, appointment management, medical records management, and insurance verification. Oversee patient check-in and check-out processes, ensuring efficient and accurate registration and billing procedures.
• Insurance Verification and Authorization: Coordinate insurance verification and authorization processes for patient appointments, procedures, and services. Verify patient insurance coverage, eligibility, and benefits, and obtain pre-authorizations and referrals as needed.
• Patient Relations and Customer Service: Serve as a point of contact for patient inquiries, concerns, and complaints, and address patient issues in a timely and professional manner. Ensure high-quality customer service and patient satisfaction by providing courteous and compassionate assistance to patients and their families.
• Quality Assurance and Compliance: Ensure compliance with regulatory requirements, practice policies, and industry standards for office operations, patient privacy, and confidentiality. Implement quality assurance measures, audit procedures, and performance improvement initiatives to enhance office efficiency and effectiveness.
• Vendor Management and Supplies Procurement: Manage relationships with vendors, suppliers, and service providers to ensure timely delivery of office supplies, equipment maintenance, and support services. Coordinate procurement of office supplies, medical equipment, and other resources needed for office operations.

Job Requirements

• Bachelor's degree in Healthcare Administration, Business Administration, or related field required; Master's degree preferred.
• Minimum of 3-5 years of experience in office management, preferably in a healthcare or medical practice setting.
• Strong leadership and supervisory skills, with the ability to motivate and inspire office staff to achieve excellence in their roles.
• Excellent organizational skills, attention to detail, and ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency in using office management software, electronic health records (EHR) systems, and billing software.
• Strong communication and interpersonal skills, with the ability to interact effectively with patients, healthcare providers, and administrative staff.
• Knowledge of healthcare regulations, compliance requirements, and billing practices.
• Commitment to providing high-quality patient care and ensuring a positive patient experience.

Physical Requirements

This position requires the ability to perform administrative and operational duties in a women’s health medical office. The employee must be able to remain in a stationary position for extended periods, move throughout the office and clinical areas, operate a computer and standard office equipment, review detailed information, and communicate effectively with patients, providers, staff, vendors, and leadership. 

Work Environment

Work is primarily performed in a professional women’s health medical office with regular interaction with patients, providers, clinical staff, and administrative team members. The environment includes shared workspaces, patient-care areas, frequent interruptions, competing priorities, and routine use of computers, phones, electronic health record systems, and office equipment. The role may involve occasional exposure to communicable illnesses or other conditions common to an outpatient clinical setting. Employees are expected to follow infection prevention, safety, privacy, and confidentiality requirements and to use appropriate precautions and protective equipment when applicable.

Physical Demands

•  Frequently remains in a stationary position while working at a desk, attending meetings, or using a computer.
•  Frequently uses hands and fingers to type, handle documents, and operate phones, computers, and other office equipment.
•  Regularly communicates and exchanges accurate information in person and through phone or virtual platforms.
•  Frequently stands and walks throughout administrative and clinical areas and occasionally bends, reaches, stoops, or climbs stairs.
•  Occasionally lifts, carries, pushes, or pulls office supplies, records, or equipment weighing up to 25 pounds, with assistance when needed.