Medical Office Administrative Manager

Overview:
We are seeking a highly organized and detail-oriented Administrative Manager to join our team. As an Administrative Manager, you will be responsible for overseeing the daily administrative operations of our organization. This is a key role that requires strong leadership skills and the ability to effectively manage multiple tasks and priorities.

Job Title: Administrative Manager

Reports To: Physicians

FLSA Status: Exempt

Summary: Coordinates day-to-day activities of a two location Oncology practice to ensure a smooth functioning office and good patient relations. Resolves patient problems, third-party issues, and refers patients to appropriate resources. Serves as resource in a team environment. Adapts to changes in technology and software to ensure efficient office practice. Serves in lead capacity to orient, train, and direct medical office staff. Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, and other related activities. Oversees the development and monitoring of budgets and analyzes financial data to ensure efficient use of resources by performing the following duties.

Duties and Responsibilities include the following. Other duties may be assigned.

1. Serves as liaison for physician to staff members, medical community, business associates, insurance plans, and hospitals.*

2. Coordinates and oversees the servicing of office equipment.*

3. Oversees and approves office supply inventory and ensures that mail is opened and processed.*

4. Operates computer to access email, electronic calendars, office scheduling system, and other basic office support software.*

5. Assists patients, patients’ families, referring physicians, and third-party carriers to resolve patient-related issues.*

6. Maintains familiarity with various types of medical insurance.

7. Utilizes knowledge of physician’s practice and requirements of third-party payers to provide appropriate documentation to ensure authorization and/or certification of medical services. Oversees coding audits.

8. Oversees the triage of patient calls and medical issues by clinical staff, patient medical questions where appropriate, and determines if physician, physician’s assistant or nurse response is required.*

9. Oversees schedules-resolves any schedule conflicts.

10. Oversees the process of patients of cost estimates and ensures patients are led to appropriate resources for further information, guidance, or assistance.

11. Demonstrates awareness of limitations of institutional resources, seeks to maximize physician scheduling within this context, and proactively seeks to schedule or reschedule patients to efficiently utilize resources to include backfilling to cover cancellations or adding urgent appointments. *

12. Provides assistance in any area when support staff is unavailable or absent. *

13. Maintains an intimate understanding of the billing, scheduling, and reporting functions of the computer system and demonstrates efficiency of use.*

14. Ensures insurance claims are submitted in a timely and compliant manner.*

15. Monitors day sheets to ensure day sheets balance with deposit slips and in turn balances with end-of-month and end-of-year reports. Ensure deposits are made. Works with Pharmacy to ensure accurate reconciliations.

16. Works with staff and physician to identify and resolve insurance, CPT and ICD-10 coding problems.*

17. Uses various software applications such as spreadsheets, relational databases, and graphics packages to assemble, manipulate, and/or format data and/or reports.*

18. Implements and evaluates processes for continuous improvement.*

19. Interacts with employees, patients, physicians, visitors, and anyone else while at work in a hospitable and professional manner.*

20. Organizes work and utilizes time effectively to complete work in a timely manner and serves as a positive example by speaking positively about other employees and the physician.*

21. Works additional time to meet workload needs when necessary.*

22. Maintains confidentiality.*

23. Oversees physician in monitoring signing of clinic notes, dictations, and results.*

24. Maintains calendar and call schedules and schedules appointments.*

25. Assists with making routine travel and accommodation arrangements.*

26. Assists employees in training, understanding, and following the office’s compliance regarding HIPAA, OSHA, and procedures manuals.*

27. Motivates staff and conducts performance reviews.*

28. Recruiting, hiring, orientation, development, and evaluation of clerical and clinical staff.*

29. Maintains individual attendance records and payroll processing.*

30. Analyzes complex financial data, extracts and defines relevant information, and interprets data for the purpose of determining past financial performance or to project a financial probability.*

31. Maintains knowledge of formal and informal office goals, standards, policies, and procedures, and maintains sensitivity to the interrelationship of both people and functions within the office.*

32. Working with Managing Partner, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.*

33. Plans and directs the activities of the office staff including the regular and continuous management of the function and the formulation and implementation of staff and management development plans.*

34. Monthly reporting to Physicians

35. Oversees building maintenance

Benefits

Competitive pay, medical and dental insurance.

HSA account includes quarterly employer contribution.

401(k) - The company match is 100% of the first 3%; and 50% of the next 2%; immediately vested.

Generous Paid Time Off - accrual starts upon hire and unused PTO can carry

over to the next year plus 8 Paid Holidays.

Company paid life insurance, long term and short term disability.

Daily Lunch provided.

Supervisory Responsibilities:

Manages subordinate supervisors who supervise a total of ~40 employees with 4 mid level managers in the Operational departments. Is responsible for the overall direction, coordination, and evaluation of these units. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

Math Ability:

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite, Medical inventory, Pharmacy Inventory, Timekeeping, Staples online, Reporting, Electronic Health Records. Electronic billing systems.

Education/Experience:

Bachelor's degree (B. A. / B. S.) from four-year college or university; and four to six years related experience and/or training; or equivalent combination of education and experience CMPE a plus.

Specialized Training:

· Oncology experience preferred but not required

· Prior operational experience in a medical practice is required

Knowledge, Skills, and Other Abilities:

· Possess wide ranging knowledge of internal medicine and/or Oncology

· Ability to follow oral and written instructions

· Strong verbal communication skills

· Strong written communication skills

Good problem solving and analytical skills

· Ability to manage multiple projects simultaneously

· Team player

· Detail oriented

· Treat patients and coworkers with respect

· Empathetic with patient needs and concerns

· Ability to work well with physicians anticipating their needs in regard to patient treatment leadership ability

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, use hands, reach with hands and arms, talk or hear, and taste or smell. The employee is occasionally required to sit, climb or balance, stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, ability to adjust focus, and ability to see color.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $85,000.00 - $100,000.00 per year

Benefits:

• 401(k) matching
• Health savings account
• Life insurance

Healthcare setting:

• Clinic
• Outpatient
• Private practice

Medical specialties:

• Oncology

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Medical office: 2 years (Required)

Ability to Commute:

• Wilson, NC 27893 (Required)

Ability to Relocate:

• Wilson, NC 27893: Relocate before starting work (Required)

Work Location: In person