Office Manager

Coastal Health is a growing company expanding its services and locations, and we are currently searching for a reliable Office Manager to join our team.

The Office Manager handles or manages the daily operations of the medical office, including managing the staff, the office accounts, and other daily administrative operations.

Responsibilities:

• Supervises the day-to-day functions of the staff that includes front office, medical assistants, referral coordinator, and others.
• Engages in a daily huddle covering motivation, urgent needs, the forecast for the day, staffing and more.
• Manages daily patient volume including new patient referrals and patient retention.
• Acts as a liaison between support staff and home office, sharing any updates and pertinent information.
• Controls provider time off and schedules.
• Ensures the office is properly staffed according to budget and MGMA baseline recommendations.
• Controls employee payroll and time off.
• Completes and revisits the Manager Quick Start Guide regularly.
• Maintains a smooth, efficient flow of administrative operations, ensuring that patients are served as efficiently and effectively as possible.
• Oversees the condition of medical instruments and office furniture, replacing or maintaining them when required.
• Manages medical records and systematic paperwork for each patient.
• Manages and ensures smooth medical billing and claims for patients by submitting claims on time to insurance companies, processing requests, and providing statements for patients with unpaid balances.
• Keeps current with changes in employment and privacy laws, HIPAA requirements, and other relevant regulations related to medical office operations.
• Recruits, trains, coaches staff, and regularly evaluates their performance and discipline.
• Supports and upholds established policies, procedures, objectives, quality improvement, safety, environmental and infection control standards, and regulatory requirements.
• Coordinates and creates medical and office supply orders; evaluates inventory levels based on anticipated usage; maintains par levels; records deliveries; restocks inventory using FIFO (First In, First Out); and communicates product transfers between facilities.

Bachelor’s degree preferred, preferably with coursework in healthcare administration.

Experience:

Minimum of three to five years of healthcare experience required, including at least one year of management or leadership experience in a healthcare setting.

Knowledge:

Performance Requirements:

• Medical practices, terminology, and reimbursement policies.

• Planning, organizing, delegating, and supervising.
• Evaluating the effectiveness of existing methods and procedures.
• Problem-solving.
• Verbal and written communication.

• Read, interpret, and apply policies and procedures.
• Set priorities among multiple requests.
• Interact effectively with patients, medical and administrative staff, and the public.

Education: Bachelor's degree preferred, preferably with coursework in health care administration.

Experience: Minimum three years of healthcare experience required, including one year of management or specific leadership experience in health care.

Knowledge:

Performance Requirements:

• Knowledge of medical practices, terminology, and reimbursement policies.

• Skill in planning, organizing, delegating, and supervising.
• Skill in evaluating the effectiveness of existing methods and procedures.
• Skill in problem solving.
• Skill in verbal and written communication.

• Ability to read, interpret, and apply policies and procedures.
• Ability to set priorities among multiple requests.
• Ability to interact with patients, medical and administrative staff, and the public effectively.