The Opportunity

The Office Manager will maintain efficient day to day operations of an independent medical office in the Southwest suburbs of Chicago, meet profitability goals, improve provider and patient satisfaction and contribute to practice’s high patient quality standards.  The Office Manager must demonstrate an extensive working knowledge of and familiarity with all applications associated with managing a primary care physician practice.   

Key responsibilities will include:

OPERATIONS

• Oversee and manage the daily operations of the physician office including staff scheduling, cash reconciliation, charge entry, and operational checks and balances.
• Responsible for monitoring and enforcing cost effective policies and procedures for clinic including billing, insurance, credit/collections, EMR documentation, staffing, and overall operational efficiency.
• Maintain efficient telephone triage, appointment scheduling, registration, patient flow and discharge procedures to enhance patient satisfaction and physician productivity.
• Provide recommendations and follow up actions to operational inefficiencies.
• Audit and report patient quality measures to payors to fulfill contract requirements.
• Provide monthly reporting with recommendations or action plans on any issues; interpret financial reports/data to effectively manage the office.
• Maintains a safe work environment and reports safety concerns appropriately.

FINANCIAL/ACCOUNTING

• Ensure A/R is optimally liquidated, denials are minimized, refunds are issued, and customer recovery service is conducted appropriately.
• Ensure that claims information is accurate and appropriately entered in the EMR.
• Monitor daily batches and complete deposits.
• Reconcile petty cash fund daily.

BILLING/COLLECTIONS

• Manages day to day requirements for participation in Medicare, Medicaid, and commercial health plans; Resolves, or oversees the resolution of, problems related to participation, payment and/or client issues with the various health plans
• Post all charges from office, hospital and procedure services
• Research all information needed to complete billing process including obtaining charge information from physician
• Maintain solid understanding of coding and third party requirements
• Assist patients setting up approved payment plans
• Work with providers to resolve coding issues
• Provide feedback and reports regarding physician coding and charge documentation practices

NON-PHYSICIAN PERSONNEL

• Responsible for the supervision and management of the practice staff including hiring, training, evaluations, discipline/ termination and staff/physician matters
• Delegate responsibilities and assign clerical work activities/ functions to staff
• Supervise all employees; Ensure employees are productive and view the practice in positive working environment
• Ensure office staff treats patients with courtesy and respect
• Evaluate staff performance, recommend merit increase & promotions, and implement disciplinary action
• Arrange and maintain daily staffing schedules and vacations, records of sick leave, absences, etc.

PROFESSIONAL DEVELOPMENT

• Participate in professional networking activities to keep current with healthcare trends and practices
• Maintain up to date knowledge on healthcare trends, environment, and policy, etc.
• Attend Medicare/Medicaid and third-party seminars relative to billing and collections in order to maintain up-to-date information
• Maintains a current knowledge of performance improvement concepts and techniques, state and federal regulations as they relate to these functions and care management

Background and Educational Requirements 

• Minimum 5-10 Years' Office Manager Experience, preferably in a Family Practice/Pediatric setting
• Previous Experience managing non-provider FTE’s
• Ability to manage and operate a busy practice with 5 providers
• Ability to communicate professionally with physicians and staff members using medical terminology
• Great customer service and outstanding personality must deal tactfully and professionally with patients, families, staff and physicians
• Must have great personal skills, ability to multitask, must be able to develop new processes for ease of patient flow
• Experience with Revenue Cycle Management
• Knowledge of EMR, CPT and ICD-10 Coding
• Strong ability to gather, analyze and interpret information
• Knowledge of healthcare regulations
• Proficient with computer applications including Microsoft Office Suite

Behavioral Competencies

• Personal Initiative: Highly accountable, self-starter; strong sense of urgency; can work autonomously with limited direction.
• Results oriented: bias for action; demonstrated track record of achievement; drive for attainment of superior outcomes.
• Emotional Intelligence: Self-aware; successfully navigates internal staff dynamics.
• Flexible: ably navigates within ambiguity; solution-oriented.
• Communication: distills complex, technical topics articulately to a nontechnical audience.
• Collaboration: orientation to team-based work product and results.
• Leadership: proven experience and desire to develop and nurture teams.
• Humility: low ego; engenders trust; respectful.