Job description

Job Title: Office Manager

Reports To: Medical Director/Owner

Location: Manhattan

Job Status: Full Time

POSITION SUMMARY:

The Business Office Manager exercises general supervision over business office staff directing all areas of credit and collections of the Practice. Plans, organizes and directs all aspects of the Business Office including the administration of all policies on accounting, insurance, internal controls, accounts payable, auditing of patient accounts, scheduling, admissions, medical records, and claims processing.

Medical office manager provides compassionate, solution-focused, exceptional planning, prioritizing and goal-setting abilities to achieve the best patient and practice outcome, accompanied by practical experience in providing patient-driven care and services. Professional and articulate, skilled in interacting with Physicians, nurses, and other healthcare professionals. Skilled in performing clerical and administrative activities including payroll, data entry and compliance.

JOB SKILL, KNOWLEDGE AND ABILITIES:

· Manage and oversee daily operations of two practices to include, but not limited to, ensuring that the practice is staffed appropriately, oversight of office supply inventory, addressing concerns, making recommendations, and resolving problems.

· Manage day to day finances of clinic operations.

· Provide timely reporting of monthly and Quarterly Profit & Loss (P&L), Accounts Receivable (A/R), and other performance management related reports.

· Strong financial background with experience in physician office billing systems, accounts payable, general ledger, tax reporting, and budgeting

· Maintain compliance in areas such as OSHA, HIPPA, coding issues, updating, and developing Policies & Procedures

· Ensures that the practice follows office policies and procedures, adheres to and enforces regulatory requirements to include, but not limited to, quality improvement, safety, environmental and infection control.

· Staff meeting to educate staff and reinforce communication goals.

· Identifying opportunities to improve performance and utilizing these resources.

· Responsibilities include, billing, human resources management, administration of payroll system and training & development.

· Superior interpersonal and communications skills

· Decisive leadership with above-average judgment

· Monitor insurance claims by running appropriate reports.

· Updates the patient accounts record to identify actions taken on the account.

· Negotiate payment plans on self-pay accounts utilizing established policies regarding settlement discount.

· Perform weekly and monthly reviews and turnovers of aged accounts to a collection agency for 1st placements and bad debt.

PRINCIPAL ACCOUNTABILITIES:

· Directly supervises all personnel in both Clinics.

· Supervises and coordinates the reimbursements of patient accounts, accounts payable, claims processing, and cashiering.

· Establishes and recommends credit and collection policies. Makes recommendations for improvement as necessary. Establishes and implements a system for the collection of delinquent accounts.

· Reviews billing and collection patterns and makes corrective recommendations.

· Gathers and analyzes information. Develops new procedures to improve the quality and quantity of work processed.

· Solves difficult payment and associated business office problems. Audits problem accounts.

· Interprets and enforces third party payer rules and regulations, including Medicare requirements.

· Supervises and trains/orients assigned personnel. Evaluates performance of business office personnel with the administrator and recommends merit increases, promotions, and disciplinary actions.

· Conducts interviews and onboarding process.

· Initiates and answers pertinent correspondence. Prepares and writes reports. Maintains required records and files.

· Maintains knowledge of and compiles with established policies and procedures.

· Evaluates monthly Accounts Receivable, Productivity Analysis, Reimbursement Management, and reconciliation reports prior to monthly closure of computer database.

· Prepares monthly and quarterly reports to present to directors of practice.

· Audits accounts to assure compliance with applicable laws and regulations relative to fraud and abuse issues.

· Supervises the analysis of costs and makes rate recommendation/negotiation to ensure the appropriate income/cash flow.

· Establishes and monitors internal controls.

· Provides support for the computer database.

EDUCATION AND QUALIFICATIONS:

· To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

· Bachelor’s degree in business or related business experience.

· Preferred three years of management experience including three years in a health care organization.

· Additional appropriate education may be substituted for two years of fiscal management experience.

· Thorough understanding of the insurance industry.

· Knowledge of governmental regulations.

· Maintains a high level of proficiency in computer applications.

· Skills in exercising a high degree of initiative, judgment, discretion and decision-making to achieve organizational objectives.

· Skills in establishing and maintaining effective working relationships with patients, staff, and the general public.

· Experience with EHR systems, and/or ability to learn and master the practice’s scheduling system.

· Must be proficient in computer keyboarding skills as well as Microsoft Suite, Outlook and QuickBooks.

Ability to communicate clearly and effectively with all levels of management regarding fiscal policies.

· High school diploma or equivalent required

· Possesses a strong customer service focus

· Excellent organizational skills

· Able to generate, maintain and demonstrate a friendly, enthusiastic, and positive attitude.

· Experience with EHR systems, and/or ability to learn and master the practice’s scheduling system.

PHYSICAL DEMANDS & WORK ENVIRONMENT

Work environment is fast paced but professional and friendly. Work may require sitting for long periods of time; also stooping, bending, and stretching for supplies. The lifting of items weighing up to 40 pounds may be required. Requires good eye-hand coordination and manual dexterity sufficient to operate a keyboard, type at 40 wpm, operate calculator, telephone, copier, and such other office equipment, as necessary. Vison must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screen for long periods and to work under stressful or emergency situations with high concentration and energy level.

Work is performed in an office environment. Involves frequent telephone contact with patients and the public. Interaction with others is constant and interruptive.

Attire consists of business casual. Friday attire is casual. Jeans may be worn on Friday’s only, providing no rips, tears, or holes. An Inspire T-shirt may be provided, but not required to wear on Friday’s.

Job Type: Full-time

Pay: $28.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Manhattan, KS: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 2 years (Preferred)

Work Location: In person

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