Office Manager I Job at Medical Center Ophthalmology Associates
Medical Center Ophthalmology Associates San Antonio, TX 78240
Company Overview:
Experience:
We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees
Medical Center Ophthalmology Associates located in San Antonio Texas offers compassionate care for every eye condition. (MCOA) Board certified physician's offer comprehensive eyecare their team is totally dedicated to help you see better.
Position Summary:
The Office Manager is responsible for supervising and overseeing all staff and clinical activities at the assigned office location. The office manager ensures quality services are provided according to established policies and procedures; is responsible for working in collaboration with practice physician(s) to manage templates and patient schedules. The office manager works closely with Human Resources and Administration on employee performance evaluations, hiring, transfers, promotions, and employee relations concerns.
Responsibilities:
Office Management
- Day-to-day management of operations for the organization
- Ensure efficiency and effectiveness of clinic and front desk process
- Triage IT support requests and needs
- Place/approve office supply orders, accurately sort mail
- Lead/participate in weekly office operations meetings
- Manage physician templates and schedules
- Aid with patient flow in clinic, moving and readjusting staff as needed for proper clinic coverage
- Troubleshoot issues daily pertaining to patient care, scheduling, and billing
- Conduct weekly department and monthly individual meetings with all direct reports
- Update daily huddle information and display for all to view
Medical Records
- Ensure medical records processes and procedures run efficiently and accurately
- Identify inefficiencies and recommend solutions according to best practices
Call Center Operations
- Manages Call Center Associates
- Oversee solution reach, net promotor score, appointment confirmation, appointment request, and daily syncing.
- Supervise day-to-day activities such as call monitoring, staff verbal communication with patients and accurate patient scheduling.
- Set clear expectations and develop an operational efficiency for the team.
- Measures KPI's -inbound and outbound calls, call waiting, and call abandonment
- Assist with calls as needed
- Measure productivity by analyzing and auditing activity reports.
- Plan and implement ongoing continuing education programs with topics pertinent to Call Center operations, including ophthalmic diseases, treatments, and testing and how they pertain to scheduling
- Manage employee time, attendance and PTO requests as outlined in Policy & Procedures Manual
- Evaluate employee performance and provide feedback on an on-going basis. Conduct timely annual employee performance reviews in partnership with the Practice Administrator and Human Resources
Human Resources
- Monitor and adjust staffing based on weekly overtime for direct reports; approve time off requests
- Responsible for onboarding of new front desk associates, surgery schedulers, and medical records specialists
- Conduct new hire 90 day and annual performance reviews for all direct reports with input from clinical manager/trainer for all clinical staff
- Responsible for disciplinary actions and termination of employees in conjunction with HR
- Evaluate employees as appropriate based on job duties and adherence to company policies and procedures. Provide feedback on an on-going bases and conduct timely annual employee performance reviews in partnership with the Practice Administrator/Regional Director and Human Resources
RCM/In-office Billing
- Review outstanding balance report and work with front desk associates to collect patient payments (co-payments and prior balances)
- Manage missing charge reports
- Reconcile daily cash flow and management with NexTech and collected funds; complete weekly bank deposits
Reputation Management
- Daily/Weekly monitor of patient comments and surveys using current reputation management software and websites.
- Work with EyeSouth marketing team to respond to on-line comments timely after posting (Google, Facebook, etc.)
Compliance
- Responsible for all aspects of OSHA, to include documentation and training
- Responsible for clinic and office safety & continued staff training
Education:
- High school Diploma or equivalent, secondary education preferred.
Experience:
- Minimum of 5 years of progressively responsible operations experience in a healthcare environment required
- Language skills: ability to clearly communicate thoughts and plans to clients, team members, and administration.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
- Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees.
- Ability to hear and understand verbal feedback from clients.
- Computer skills: ability to use Windows based applications, design programs including MD Referral Pro
- Reasoning Ability: ability to apply common sense to understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
- Professionalism: possess strong work ethic and high level of professionalism.
We offer a competitive benefits package to our employees:
- Medical
- Dental
- Vision
- 401k w/ Match
- HSA/FSA
- Telemedicine (100% company paid)
- EAP (100% company paid)
- Group Life/AD&D (100% company paid)
- STD (100% company paid)
- LTD (100% company paid)
- Generous PTO Package
- 7.5 Paid Holidays
- Flexible Scheduling
- Employee Discounts and Perks
We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees
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