Operations Ninja

The Medical Office Manager position is primarily responsible for the implementation and oversight of the administrative duties for the company. The Manager will establish high standards of performance and operational excellence through leading their team, building high-performing talent, and adherence to all policies and procedures. This position is in the Bay Area and is not a remote position.

RESPONSIBILITIES :

• Responsible for all Insurance verification for the services being delivered.
• Completes and implements appointment scheduling including filling open time slots, preparing patient files, and completing the scanning / fax / emails duties.
• Responsible for End of day closing and other duties.
• Serves as the escalation point for all patient complaints or staff complaints.
• Responsible for hiring and onboarding new Employees including onboarding paperwork, training on practice management software, other systems, and daily responsibilities.
• Responsible for the management of the office inventory including the completion of the monthly inventory process.
• Responsible for managing the employee schedule with a scheduling team, including review and approval of employee time-off requests.
• Serves as the single point of contact to the staff – helps facilitate resolutions for the practice.
• Lead consistent morning huddles and team meetings.
• Coaching and conducting 1 : 1 meetings.
• Drives employees to improve patient journey resulting in increased revenue, increasing productivity, and reducing practice expenses.
• Lead, teach and coach financial acumen focused on continued growth and employee development.
• Partnership with internal customers to lead best patient experience, employees experience, and achieving financial expectations.
• Human resource management- Hire, supervise, and support office staff to ensure clinical operations efficiency : conduct performance reviews and coordinate regular staff meetings.
• Lead staff and motivate them to achieve stated business and patient goals. Ensure coverage during vacation / time off periods.
• Provide excellent customer service and promote exceptional customer service among staff.
• Work closely with physicians, PA’s, and assistants to develop procedures that ensure efficient patient flow.
• Assist in creating and instituting treatment protocols — including implementing them systematically, operationally, and patient-friendly.
• Financial management -Manage accounts payable procedures, including payroll and vendor payments, accountable for office budget and overall practice reporting—quarterly. communication and review of financials with the CBO.
• Clinician credentialing : includes the renewal of provider licenses, in-network privileges, and insurance credentials, and any reporting for insurances, etc.

CORE COMPETENCIES / KNOWLEDGE & SKILL REQUIREMENTS :

Ability to create structure and processes and ensure implementation.

Ability to lead people – Team building, manage, train, inspire.

Ability to juggle multiple tasks and adjust to changing schedules / priorities while efficiently meeting deadlines.

Able to work as a team player or independently, with or without direction.

Self-starter, independent, and thrives in a busy environment.

Self-motivated, detail-oriented, and organized.

Excellent problem-solving and analytical skills.

Proficient in computer applications such as email, web browsers, MS Office (Excel, Word, etc.).

Excellent English communication (oral and written), interpersonal, organizational, and presentation skills- convey a positive, friendly attitude in dealing with others.

Ability to “stay calm under pressure” and deal with business issues.

Provide the highest quality of patient care.

Respect for one another, as well as for other providers and staff with whom we work.

Demonstrated success in an office environment addressing a broad spectrum of customer requirements and preferences.

Demonstrated ability to establish positive patient rapport and build relationships to establish repeat customer trends.

Strong communication skills (oral and written) with the proven ability to manage priorities in a fast-paced, entrepreneurial environment.

Ability to multi-task, set priorities and ensure that patient commitments / deadlines are met.

Proficiency in the utilization of automated equipment and systems.

PHYSICAL REQUIREMENTS :

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.

Must be physically able to sit for long periods of time, read a computer screen for long periods of time, reach, and lift up to 20 lbs.

Hand dexterity and eye and hand coordination are critical.

The employee is subject to inside environmental conditions.

Employee’s schedule could include after-hour projects, as needed. Travel, as needed.

Qualifications include :

Bachelors or Masters and equivalent (3-5 years) Practice Management experience.

Previous management and billing experience in a medical practice required.

Knowledge of CMS, billing regulations, EMR and HIPAA Compliance.

Experience in growing practices.

Entrepreneurial in spirit.

able to create and implement structure and processes.

Benefits :

401(k)

Opportunities for career advancement.

Medical and dental benefits for full-time employees.

Paid time off Vacation and Sick time

Tuition Reimbursement.

Paid Holidays

Company Provided Devices (laptop, phone, etc.)

Bonus per company policy

Highly competitive pay depending on experience.

This description is not intended to include all job duties. Team members may be requested to do other job-related tasks other than those listed here.

The Company is an EEO / Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.’