Job Position

Office Manager

Classification
Non-Exempt

Reports to

Medical Director and Corporate Administrators

Date

August 2017

JOB DESCRIPTION

Summary

Under the general and direct supervision of the Medical Director and the Corporate Administrators, provides leadership support for the all departmental supervisors and oversight to all management of the local clinic. Perform other diverse duties as requested or required.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Computer Systems: GE Centricity Practice Management (PM), GE Centricity Electronic Medical Records (EMR), Kryptiq Secure Messaging, Satellite Med Email and Website, Microsoft Word and WaspTime.

Phones: Utilize phone system properly, manage voicemail calls, answer phones in a courteous manner, quickly identify caller’s needs, route calls appropriately, create complete flag and phone notes and route appropriately.

Communication: Communicate with all staff, patients, and other healthcare providers using phones, CPS flags and phone notes, secure messaging, and Company email; utilizing each method when appropriate. Company and staff updates are posted on the website in the staff section. Follow up and seek resolution to complaints per policy and reports them to the corporate administrative team. Report all incidents as per policy.

Administrative Responsibilities

• Assist staff in dealing with difficult patients
• Troubleshoot issues and direct to the appropriate corporate staff member
• Oversee financial transactions at the clinic
• Create and maintain essential reporting data as requested by corporate team
• Ensure Company procedures and processes are followed appropriately
• Counseling for supervisors as necessary
• Assist supervisors with staff counseling
• Assist Corporate to maintain the Policies and Procedures
• Help Corporate office to develop new workflows
• Implement new workflows that pertain to clinic and Company
• Directs efforts at staff retention issues and minimizes employee turnover
• Provides leadership and direction in accordance with Company goals and objectives
• Ensures knowledge of department/personal role
• Ensures staff knowledge and participation in emergency procedures, fire safety, evacuation plan and disaster drills
• Ensures staff knowledge of Standard Precautions and Exposure Control Plan
• Responds to, provides direction to and supports staff during changing work loads and emergency/crises situations
• Ensures that Compliance Laws and Regulations are followed
• Communicates job expectations and employee responsibilities to staff
• Communicates departmental and staff needs to corporate staff
• Manages clinic operations within the boundaries set by the Company utilizing local resources
• Manages and follows clinical budget as set by Company
• Establishes and achieves high standards of performance
• Maintains professional competence through attendance at various training courses, seminars, professional meetings
• Establishes education programs for staff as guided by corporate team
• Liaison between Corporate and Providers utilizing meetings and email to convey information
• Help lead and maintain a positive work environment
• Scheduling provider hours

Marginal Job Functions

• Maintain patient confidentiality per HIPAA guidelines and dignity per Satellite Med mission statement
• Maintain proper attendance and punctuality to ensure that Satellite Med is operated in an efficient and cost-effective manner
• Maintain a clean and organized workspace
• Verify patient identification with each encounter
• Work with coworkers as part of a team
• Attends Satellite Med meetings as required
• Assist clinical coordinator or other administrative staff with assigned tasks
• Maintain positive and cooperative attitude with patients and employees
• Proficient communication skills to interact with patients and the public
• Maintain integrity while handling all financial transactions
• Proper care of Company property and equipment
• Proper knowledge and use of security and emergency procedures

Competencies

• Flexibility
• Communication Proficiency
• Collaboration Skills
• Customer/Client Focus
• Technical Capacity

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

Physical Requirements (may include but not limited to or by):

Carrying, Hearing, Pulling, Stooping, Walking, Kneeling, Seeing, Talking, Feeling, Lifting, Sitting, Balancing, Grasping, Standing

Position Type and Expected Hours of Work

This is a full-time position.

Travel

No travel is expected for this position.

Preferred Education and Experience

Education:

[Info needed]

Experience:

[Info needed]

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance (if applicable)

Must be authorized to work in the United States.

Other requested traits/skills

Must display Computer Proficiency in all systems, Exemplary Customer Service Skills, Practical Problem Solving Skills, Organization Skills, Communication Skills, Ability to work under stress and with frequent interruptions, Ability to multi- task.

Must be Courteous, patient, respectful, tactful, friendly, detailed, motivated, persistent, highly focused, meticulous, thorough, assertive, critical thinker, resourceful, positive, dependable, team player.