Office Manager Job at Avance Care
Who are we?
At Avance Care, we are in the business of improving the standard of healthcare. For us, that means doing everything we can to keep our patients at the center. As an innovative primary care provider, we offer convenient, accessible, cost-effective health care services, generating industry-leading patient satisfaction ratings, quality of care, and efficiency. Welcome to a new kind of care!
Role Description
Our Office Managers oversee all aspects of the clinic operation by ensuring patient, staff, and provider satisfaction 24/7 while maintaining all Avance Care quality standards.
Core Responsibilities
- Resolves all conflicts at the location with the assistance of other parties when necessary
- Communicates effectively and politely with all staff members
- Ensures all employees are following Avance Care Policies and Procedures and acting in a way that represents the company in the best light to patients
- Advises practice owner on all non-routine matters relating to the operations and affairs of areas responsible, especially maters of significant progress, problems, and potential problems
- Addresses patient complaints in a timely manner with tact and compassion and alerting other parties when necessary
- Addresses patient satisfaction issues in an effective manner
- Addresses employee complaints in a timely manner and alerting other parties when necessary
- Supervises all staff daily to ensure proper procedures are followed
- Recruits, interviews, trains, counsels, coaches, disciplines, and terminates employees, as necessary
- Schedules employees, oversees vacation requests, and ensures continuous shift coverage
- Ensures HIPAA and OSHA compliance:
- Ensures work environment is always safe for employees and patients
- Ensures all employees are up to date on their employee compliance including coursework, TB screening, and Hepatitis B vaccination
- Conducts bi-annual employee evaluations
- Documents and tracks any employee violation of job responsibilities and any actions or conflicts
- Maintains employee files
- Interacts with vendors, suppliers, and other related entities as needed
- Orders and maintains medical/office/vaccine supply inventory
- Maintains practice locations – break/fix, equipment maintenance, preventative maintenance contracts, etc.
- Conducts staff meetings to share information and communicate on company issues
- Maintains the front and back-office desk areas in an organized, orderly fashion
- Ensures front-end collections (deductibles, patient balances, co-pays, and co-insurance) are being collected
- Ensures exam/treatment rooms are stocked; make sure medical supplies are not outdated
- Ensures timely prior authorizations are carried out
- Balances the cash register and ensures all credit card payments are accurate at the end of the day
- Act as a liaison between the corporate office, clinic team, and any other outside entity to ensure all communications and workflow changes are relayed clearly
- Coordinate coverage for all employees during callouts and emergency situations
- Accomplishes all tasks as assigned or become necessary
Qualifications
- Minimum Associates Degree with 2 to 3 years of experience in medical office supervision
- Bachelors or master’s degree in health or Business Administration, Healthcare Management, or related, preferred
- Holding one of the following, preferred:
- Certified Nursing Assistant I or II (CNA)
- Emergency Medical Technician (EMT – Basic)
- Licensed Practical Nurse (LPN)
- Graduate of Medical Assisting Program (MA)
- Certified Medical Assistant (CMA)
What are we looking for?
- Excellent verbal and written communication
- Confidentiality
- Strong computer skills
- Strong attention to detail
- Team player
- Efficient time management and workload prioritization
- Strong multi-tasking skills
- Leadership skills
- Strong customer service skills
- Strong interpersonal skills
- Ability to inspire and motivate
- Knowledge of common medical terminology, preferred
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