Medical Operations Manager

Department: Administration FLSA Status: Exempt/Non- Exempt

Supervision Received: Director of Human Resources

SUMMARY OF DUTIES: Works both autonomously and collaboratively with the Director of Operations and CFO to ensure that all assigned offices are functioning at an optimal level.

ESSENTIAL FUNCTIONS:

Senior Manager will take direction from the Director of Human Recourses and CFO, as to their duties in directing the work force of their assigned offices.

1. Assure that all clinical areas are fully operational at the start of business hours. Staff in each office should be instructed to do a walk through to make sure rooms are fully stocked.

2. Doors should be un-locked 15 minutes before the office officially opens so that patients can comfortably wait in doors.

3. Call each front/back-office staff member (check When I Work as assigned locations can change on a daily basis) for your assigned offices at the start of each business day. Instruct staff to have their phones on, ringers at a moderate level so they can be heard. Instruct the staff that you will be checking throughout the day, and you expect them to answer promptly. Access staff to advise all Senior Managers of any difficulty in reaching a particular office.

4. Identify any new patients, inform them to check in from home (send Phreesia pre-visit email), sign up for the Portal, obtain all insurance information and any vaccine records prior to their arrival to avoid any unnecessary wait time. Remind them to bring eyeglasses and any medications they may be on.

5. Add all applicable copays, deductibles, and any outstanding patient balance to Phreesia.

6. Identify the patients scheduled for a sick visit that need either physical or any missed vaccines, change the visit type accordingly.

7. Check eligibility on all patients to identify potential problems. Any patients with insurance issues should be called prior to coming in to avoid un -necessary wait time. The Billing Department should be called if you need assistance.

8. Identify and flag any patient that is assigned to Regal or Health Care Partners that will need to be transferred. Check with the Referral Coordinator to see if they have any outstanding referrals prior to their arrival. Patients should be contacted before they arrive to start the transfer process and avoid any undue wait time. Email and inform the Referral Coordinator of any patient refusing to transfer. Referral Coordinator will follow up directly with the patient and list details on the transfer log.

9. Add your front office reminders and schedule next physical for all patients.

10. Identify those patients that have not signed up for the Portal (check Follow My Health). Inform them of all the benefits the Portal has to offer.

11. Add back-office reminders.

12. Verify that all immunization records have been entered.

13. Verify that all vaccines given are completed with lot numbers.

14. Schedule twice weekly staff Zoom Meetings for your assigned offices.

15. Schedule twice weekly Staff Zoom Meetings with all Senior Management, Director of Human Resources and CFO to provide status of any problems that are encountered.

16. Maintains weekly inventory of medical and front office supplies as needed for smooth clinical operations. Prior to placing a supply order, Managers must use strict cost control methods by verifying inventories from other locations and arraigning for the transport of any supplies needed. Supplies that are truly necessary should be entered online and submitted monthly to the CFO for approval.

17. Participate in all off-site staff and educational meetings on evenings and weekends.

18. Maintain skills and knowledge base through reading, training and other structured in- services.

19. Maintain strictest confidentiality, adhere to all HIPAA guidelines/regulations.

20. Observe all CLIA, Cal-Osha, and Infection Control standards.

21. Communicate with clinical, clerical, billing ,provider , patients and families to ensure continuity of care.

22. Communication skills (both written and verbal) suitable to express the physical, mental, and emotional status of patients and families.

23. Demonstrate excellent time management techniques.

24. Work in unison with other Senior Management team members to allow for smooth operations.

25. Performs other duties as assigned.

EDUCATION: High School Diploma or GED; graduation from a Certified Medical Assistant program. BLS/CPR certified.

INDUSTRY EXPERIENCE AND JOB REQUIREMENTS:

1. Ensure that the office is functioning at an optimal level.

2. Supervise and direct the work force as needed.

3. Ability to multi-task and adapt to various work assignments.

4. Exceptional communication skills and grammar.

5. Ability to interact effectively and in a supportive manner with persons of all backgrounds.

6. Knowledge of computer programs.

7. Must be well organized and detail oriented.

8. Ability to work well under pressure.

Work is performed in an office environment. Possible exposure to potentially dangerous/infectious materials and situations that require following extensive safety precautions that may include the use of personal protective equipment (PPE).

Work may be stressful at times due to a busy office. Travel to other locations to provide oversight as needed. Interaction with others is constant and interruptive.

PHYSICAL DEMANDS:

Ability to perform moderate physical activity. May require handling/lifting of children/objects/supplies up to 50 lbs. Prolonged use of telephone may be required.

This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position may be asked to perform or of all qualifications that may be required either now or in the future.

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Medical specialties:

• Pediatrics

Schedule:

• Monday to Friday
• On call
• Weekend availability

Supplemental pay types:

• Bonus pay

Experience:

• Medical Assistant: 3 years (Required)

Work Location: One location