Office Manager - I, Primary Care Initiative

Overview

The Office Manager I is the primary support for a clerical staff /administrative department. This position is responsible for general office operations, filing, organizing and overall front desk / discharge desk performance. The Office Manager I may supervise one or more secretaries and or receptionists.

Responsibilities

- Establish and maintain positive relationships with patients, visitors and other employees. Interacts professionally, courteously, and appropriately with patients, visitors, and other employees. Behave in a manner consistent with maintaining and furthering a positive public perception of Bronx-Lebanon Hospital Center and its employees.

 

- Contribute to and participate in the Performance/Quality Improvement activities of the assigned department. Contribution and participation includes data collection, analysis, implementation of and compliance with corrective/improvement activities, membership on CQI teams, consistent adherence to established performance standards and: adherence to the specific rules and regulations of the B.L.H.C’s Safety & Security Policies; Risk Management: Incident and Occurrence Reporting; Infection Control Policies and Procedures; Patient and Customer Service.

 

- Supervise registration staff – Ensure data entry quality of registration is accurate; Registrars update the following at each encounter: Demographics, Clinic Codes and achieve financial eligibility / verification for services to be rendered (referrals and authorizations). Specifically, perform routine registration audits and provide written and verbal feedback to Receptionist / Registrars.

 

- Supervise registration staff – Ensure chart assembly is appropriate for service to be rendered. Specifically, ensure standard forms, ancillary reports are placed in chart according to approved format. Order new forms as necessary.

 

 

- Supervise registration staff – Ensure adequate front desk and phone coverage. Schedule staff for start time and lunch / break time. Additionally, track any abuse of time issues and provide progressive discipline when necessary.

 

 

- Assist Practice Administrator with overall operations of Practice. When administrator is not available, Office manager must exercise appropriate skill and judgment, when to notify Administration, Nursing and Medical Leadership.

 

- Analyze patient flow aspects of practice operations to identify deficiencies with practice leadership. Develop and implement strategies for there resolution.

 

- Fiscal Responsibility – Ensure all patient encounters / bills are closed within 7 business days; Correct all errors and resubmit patient encounters / bills. Coordinate on-site activities to ensure financial management reports (as they pertain to registration) are addressed in a timely manner. Any unusual trends must be adequately communicated to Practice Administrator and/or AVP of Practice Management.

 

 

- Fiscal Responsibility – Ensure all co-pays; co-insurance are collected at point of service. Abide by our Charity Care Policy as appropriate. Issue Metrocards and make deposits / reconcile according to schedule. Prepare and assure that all check requests are submitted with all the proper signatures, account numbers and departments together with a suitable reason for payment or an invoice to the respective location in a time.

 

- Assist the Medical Director in receiving and resolving patient complaints. Relate effectively to hospital and institute systems.

 

- Assist in the processing of hiring, training, supervising, scheduling and evaluating new employees. Conduct interviews for future support staff members for the Administrative Office.

 

- Prepare and submit Kronos payroll for the entire Staff.

 

- Prepare annual evaluations for registration / clerical support staff.

 

- Conducting retraining for any employee that has been given verbal and written warnings in order to enable the employee and the department to maintain smooth operations with no further interruptions.

 

- Conduct telephone conversation and meetings with other departments (i.e., Human Resources, Nursing, Accounts Payable, Finance, Administration, etc.), which enables the consistent operation in keeping the Department flowing properly.

 

- Assure that all cash collection and/or petty cash funds are maintained securely and reconciled periodically. Oversee the secure transfer of cash to designated funds in the Grants Management Department or Hospital Finance Office. Prepare and assure that all check requests are submitted with all the proper signatures, account numbers and departments together with a suitable reason for payment or an invoice to the respective location in a time.

Qualifications

- One to three (1-3) years demonstrated experience as a front desk manager / supervisor.

- Satisfactory combination of education and experience.

 

- AAS in Hospital Admin or related field (Preferred)

 

- Microsoft Office (Required)

- Scheduling / Registration software (Required)