Office Manager

Office Manager

We are currently seeking to fill our Office Manager position at the Philadelphia campus with a highly qualified and passionate individual.

Job Title: Office Manager
Department: Family Medicine
FLSA: Exempt
Location: Philadelphia, PA

Position Summary
The office manager oversees and coordinates the day-to-day operations of the health center. Primary duties include, but are not limited to, directing and supervising operations and administrative activities, and interpreting and applying policies, procedures, standards, and regulations.

This is a supervisory role, with responsibility for overseeing several nonexempt administrative staff.

ESSENTIAL SUTIES AND RESPONSIBLITIES
The successful incumbent will perform the following duties, with or without reasonable accommodations:
* Oversee day-to-day operations of the Healthcare Center; contribute to the development and implementation of Center policies, procedures, operating standards; recommend changes, as needed, to maintain efficient Center operations.
* Implement all Patient-Centered Medical Home elements into Center workflows.
* Implement all quality improvement programs and file reports to insurance companies in a timely manner.
* Participate in the recruitment, interview, and selection of Healthcare Center staff, including for new and replacement positions, as needed, to maintain efficient Center operations.
* Maintain compliance with government and insurance company requirements and with clinical standards of quality care.
* Participate in training and orienting Center staff, new physicians, and PCOM work study students, as applicable, to the Center's administrative functions.
* Assist Center leadership with fulfilling their clinical, academic, and administrative responsibilities.
* Interact with facility department managers, support staff, and physician staff to ensure coordinated efforts.
* Assist with developing operational plans and budgets, including reporting and interpreting monthly and annual data to senior administrators.
* Monitor and maintain inventory of office, medical, and pharmaceutical supplies and office equipment; ensure the accurate and timely recording of revenue and expense entries in accordance with approved budget; maintain records on all purchasing receipts and invoices and provide monthly credit card reports.
* Stay abreast of medical records system functions and capabilities; review and maintain data integrity in the medical records system.
* Register patients and take patient messages when required; prepare, scan, and file patient charts into the medical records system.
* Manage relationships with suppliers and vendors contracted to achieve Center objectives, including development of service level agreements (SLAs); ensure supplier and vendor performance within the terms of established SLAs, taking appropriate actions to ensure achievement of performance objectives.
* Perform talent and performance management activities for direct reports, including establishment, documentation, and implementation of professional development plans, performance goals, performance evaluations, and pay-for-performance actions, in accordance with organizational guidelines.
* Complete or assist with completing statutory reporting and audit obligations for the Center.
* Schedule MS1 shadowing experiences at the Center.
* Assist with maintaining quality measures for DVACO.
* Participate in appropriate community and educational activities, as well as professional association activities, to ensure the application of current operational practices and health care delivery trends.
* Ensure the safety of patients, visitors, staff, physicians and students
* Resolve any medical operations or administrative problems.
* Maintain open lines of communication with staff and physicians to ensure high employee morale and an efficient and professional clinic atmosphere.
* Perform other duties as assigned or requested.

POSITION REQUIREMENTS
Education
* Bachelor's degree in healthcare administration, public health administration, business administration, or similar area of study

Experience
* Minimum four years' experience in managing operations in a healthcare organization, particularly in a clinical or fast-paced ambulatory healthcare setting.
* Prior supervisory experience; practical leadership experience in influencing medical and administrative staff.

Required Skills
* Strong collaboration skills.
* Strong customer service aptitude.
* Strong organization and project management skills.
* Strong verbal and written communication skills.
* Familiar with current electronic medical records (EMR) platform and navigation.
* High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
* Current CPR certification.

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.