Office Manager

PURPOSE

The Office Manager's (OM) primary responsibility is, at the request of the Partner or CEO, to assist in partnering with doctors and Chief Executive Officer (CEO) and support services to establish and maintain a successful team.

EXCLUDED ACTIVITIES

The Office Manager should take care to ensure that he/she does not have or exert any direct or indirect control or input into any of the following areas:

• The clinical aspects of the partner, practice or any of its clinicians.
• The clinical practices of the partner, practice or its clinicians or ancillary personnel.
• Hiring or firing of clinical personnel without the direct involvement of the partner.
• Entering into any contractual agreements in the name of the partner or practice.

ESSENTIAL FUNCTIONS

• Exhibit outstanding customer service with the patient as #1 priority; at the request of the partner, doctor, COO, assist doctors in the timely and successful resolution of the non-clinical aspects of patient complaints, concerns, and questions (all clinical aspects of patient complaints must be referred to the treating doctor for resolution; PM to carry out the direction of the doctor on such matters as they direct.)
• Lead by example; partner with Human Resources to develop and deliver periodic performance evaluations for all staff; clinical staff must have doctor oversight and approval.
• Model the Carolinas Center for Oral & Facial Surgery (CCOFS); be supportive of company and practice policies and procedures, and, at the request of the partner, doctor or COO, ensure they are being followed by the team. In conjunction with Human Resources, assist in complying with employment-related laws and regulations and employment-related policies and procedures established by the practice.
• Continually build and nurture a positive working relationship with the doctor(s); at the request of the practice, organize monthly meetings to facilitate the resolution of concerns by the partner or practice
• Understand the business responsibilities and key performance metrics for successfully managing the practice; forecast results; at the request of the partner, COO, ensure all budgets and production expectations, as set by the partner, are met or exceeded, and that financial data and records are balanced; at the request of the partner, doctor, COO, assist with passing all financial audits.
• Ensure Bank Deposits are protected and made timely according to established guidelines and protocols; monitor, protect and verify petty cash funds.
• Follow HIPAA policies and procedures and other applicable privacy and security policies and procedures established by the practice or partners to maintain patient privacy and protect patient information including financial, personal, and health information.
• At the request of the partner, doctor, COO, support patient flow and maximize payroll hours by effectively scheduling staff, and understand and provide oversight for the partner, doctor managed care component (scheduling, fee schedules, collections, etc.)
• Partner with Human Resources to hire quality talent; follow hiring procedures to ensure acquiring the best talent available; in conjunction with Human Resources, develop methods to retain key talent and reduce unwanted turnover.
• As requested, ensure staff is trained and current on processes, policies and procedures.
• As requested, facilitate regular staff meetings and daily a.m. huddles; seize opportunities to foster communication, provide company and partners updates, share information, teach and continually challenge and develop team members.
• Complete and forward HR and payroll related documents accurately and timely, including new hire and termination forms for team members, have team members verify and sign off on their own payroll.