JOB DESCRIPTION

Summary/Objective

The Office Lead, under the direction of the Clinical Manager, is responsible for the overall success of one or more assigned medical practices at one or more locations with one or more providers. This position provides the leadership, direction, administration and coordination of all clerical medical office activities except those directly involving professional medical judgment.

Essential Functions:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list, but rather to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks:

• Supervises the daily operations of the practice and coordinates the work activities and schedules of only a few staff.
• Leads office staff team by partnering with the clinical manager to hire, train, coach, evaluate and implement progressive discipline policy when needed.
• Handles employee call outs and front office scheduling including time off requests and payroll.
• Responsible for communicating effectively with all staff and providers regarding policies, procedures, forms, changes, and requirements.
• Responsible for training and retraining front office staff.
• Ensures all staff adheres to compliance regulations, policies and procedures particularly in the areas of data entry, insurance, licensing, timekeeping.
• Monitors staff’s time and attendance and performs adjustments prior to payroll deadline. Tracks and reports providers’ paid leave and continuing medical education according to contract.
• Ensures employees are engaged, appreciated and encouraged by creating action plans and making progress on the action plans.
• Responsible for leading the staff to provide excellent patient experience; develop and implement initiatives to continuously enhance the patient experience.
• Maintains and compiles statistics and other records for reporting purposes. Manages the appropriate documentation within the office’s designated system to ensure regulatory requirements are met.
• Oversees current inventory of medical, pharmaceutical, and administrative supplies.
• Coordinates the smooth operations of front and back office through consistent and appropriate communications and relationship building.

KNOWLEDGE AND SKILLS REQUIRED:

• Knowledge of medical technology and terminology
• Knowledge of front office tasks and systems
• Knowledge of organization policies and procedures
• Skilled in customer service
• Skilled in interpersonal, oral, and written communication
• Skilled in organization as demonstrated by the ability to manage multiple tasks/deadlines
• Ability to develop positive working relationships with members of different teams

Physical Demands Required

• Walking, squatting, sitting, bending, reaching: 75%
• Standing: 25%
• Average lifting requirements: Lifting Requirements: 20-40 lbs. Frequency of Lifting: 0-25% of the time.
• Additional physical demands: Ability to grasp with both hands; pinch with thumb or forefinger; turn with hand/arm; reach for (above shoulder height).
• Ability to type 50 wpm.
• Ability to operate multi-line telephone system, computer keyboard and ten-key adding machine.

Visual, Hearing, and Mental Demands

• Vision adequate to perform essential functions such as read telephone displays/computer terminals for long periods of time, correctable to 20/20.
• Hearing adequate to perform essential functions such as answering the telephone.
• Mental capacity adequate to perform essential functions such as quickly and accurately entering patient demographics and scanning documents while checking in multiple patients. Tact to deal with unfriendly individuals regarding various situations, and adequately handle stress.

Travel

Travel is expected in this position with weekly visits to assigned offices or scheduled as needed.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s degree and one (1) year supervisory or managerial experience, or
• Associate degree and two (2) years supervisory or managerial experience, or
• High school degree (or equivalent) and three (3) years supervisory or managerial experience

EDUCATION AND EXPERIENCE PREFERRED:

• Associate’s degree or higher in Health or Business Administration

LICENSURE, CERTIFICATION OR REGISTRATION PREFERRED:

Certified Medical Office Manager (CMOM)

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.