Physician Practices Office Manager

Duties and Responsibilities

• Work independently while maintaining full accountability for clinic operations in compliance with hospital internal controls, policies, and procedures.
• Develop, implement, and maintain clinic-specific policies while ensuring alignment with hospital standards.
• Oversee revenue cycle functions, including billing, collections, insurance payments, accounts payable, and regulatory compliance.
• Monitor operational performance and proactively identify and implement process improvements.
• Communicate effectively with the Director of Practice Management regarding clinic performance and needs.
• Interview, hire, train, supervise, and, when necessary, terminate clinic staff
• Maintain staff schedules, ensuring appropriate coverage at all times.
• Conduct and document staff meetings to promote communication and teamwork.
• Counsel and develop employees, administer disciplinary actions, and foster a positive work environment.
• Cross-train staff to ensure operational continuity
• Build and maintain professional relationships with providers, medical staff, and referring providers.
• Promote teamwork between clinical and administrative staff
• Ensure compliance with physician contractual agreements.
• Communicate proactively with providers regarding quality of care and revenue opportunities.
• Maintain current provider enrollment, credentialing, and licensure.
• Ensure clinic operations align with the organization’s mission, vision, and quality standards.
• Support adherence to nursing practice guidelines and the applicable code of conduct.
• Collaborate with ancillary services to maintain a safe, clean, and secure environment.
• Assist accounting with payroll, timecard verification, and accounts payable.
• Generate and analyze monthly reports on patient volume, services, and year-over-year comparisons. 
• Reconcile financial records, including balancing ledgers to bank statements.
• Collect, open, and distribute daily mail.
• Assist with ordering clinic and office supplies.
• Review explanation of benefits (EOBs), resolve denials, and resubmit claims with appropriate corrections as well as coordinates with the Physician Billing Department on accounts receivable and collections processes.
• Review accounts prior to referral to collections or credit bureaus.
• Work with patients to establish payment arrangements and reduce collection activity.
• Create and manage reports, files, and operational documents.
• Troubleshoot systems and support cross-training efforts.
• Utilize external resources such as Availity, Passport, and other required platforms.
• Coordinate facility maintenance and repair needs.
• Utilize internal tools such as email, calendars, word processing, and spreadsheets.
• Address patient concerns and complaints in a professional manner.
• Perform additional duties as assigned by the director or provider.

Regulatory Requirements

• Completes annual educational requirements within the assigned time frame.
• Maintains regulatory requirements, including all state, federal and Joint Commission regulations related to their department and, as appropriate, to the hospital.
• BLS Certification