Job Summary:

Active Spine and Joint Institute is seeking a full-time, Office Manager to join our expanding multispecialty team of Chiropractors, Occupational Therapists, Nurse Practitioners and Exercise Specialists to assist with reception, scheduling, collecting co-payments and coordinating care for our patients. We have offices in Rio Grande, Marmora, Northfield and Marlton. The current Office Manager opening is in our flagship Rio Grande office. The position includes 40 hours per week, Monday through Friday. No weekends.

About Us:

At Active Spine and Joint Institute we are a multidisciplinary Chiropractic, Rehabilitation and Medical team that provides drug-free, non-surgical treatments to get our patients out of pain and active again! We have been in operation for over 34 years with four offices located in South Jersey area and continuing to expand!

Benefits

• Paid Holidays
• Paid Time Off
• Health Insurance Benefits
• Dental Benefits
• Retirement Plan
• Employee Discounts
• Bonus System
• Fun, Friendly, Teamwork centered work environment

Job Responsibilities

1. Management of Personnel Resources – Motivating, developing, and directing the team as they work, identifying the best people for the job, and issuing discipline and termination when necessary.

• Plan for staffing needs in conjunction with HR, assist in hiring new employees, and develop employee retention and engagement.
• Maintain professional work environment.
• Onboard new employees, conduct orientation sessions and relay the vision of the practice.
• Analyze training needs to develop new training programs or modify and improve existing programs.
• Monitor patient flow and staff allocation to meet patient need and maximize the providers' time.
• Coordinate absences and time off requests to ensure adequate staffing at the office.
• Responsible for supervision of front and back office staff; Resolves any clinical-administrative problems; assist in developing measurable performance goals for the team.
• Observe and evaluate team members performance and appearance to ensure quality service and compliance with policies. Issue corrective coaching, oral and written, as appropriate to communicate practice standards and protect the practice from liability.
• Act as liaison between staff and Company in development of policy and communication among the team.
• Consult with HR Support and Payroll Services as needed to ensure compliant HR practices.
• Schedule and lead team meetings.
• Keep accurate personnel records.
• Represent the practice in responding to government agencies.

2. Management of Operations: Directing the operation of the practice and its efficient functioning.

• Prepare, monitor, and track operational reports and key vitals of the company to ensure accuracy and efficiency.
• Assist team members in tracking and maintaining key performance indicators.
• Analyze internal processes, monitors competitor’s innovations, and recommends and implements procedural or policy changes to improve operations and control costs.
• Acquire, distribute and store supplies, or supervise another to do so.
• Monitor the facilities to ensure that it remains safe, secure, and well-maintained.
• Oversees billing and collection processes.
• Checks out New Patients and monitors treatment plan compliance.
• Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance.
• Supervises patient record-keeping and HIPAA compliance.
• Assists with marketing campaigns with the direction of the Marketing Director.
• Oversees IT systems, uses and effectively monitors usage of practice management and patient record software.
• Oversees systems for patient retention, follow-ups, and new patient acquisition.
• Ensures optimal patient care, monitors patient satisfaction and resolves complaints
• Informs Company of current trends, issues, pertinent issues to facilitate policy making.

3. Leadership and Professionalism:

• Represent the practice in a professional, pleasant, and cooperative manner.
• Contribute to the development of the practice’s mission and strategic vision.
• Act as main point of contact for community outreach efforts.
• Clearly and respectfully communicate with administrative team to develop, implement and monitor effective programs.
• Maintain regular, consistent and punctual attendance in accordance with assigned schedule and time off policies.
• Must be able to comfortably and efficiently handle multiple deadlines and task assignments for self and subordinates.
• Must be able to work both independently and cooperatively in team settings.

4. Other Essential Qualifications:

• Time Management – Excels at directing one's own time and the time of others.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Leadership and Guidance – Ability to lead effectively
• Judgment and Decision Making – Able to evaluate the relative costs and benefits of potential actions and decisions within purview and to choose the most appropriate one.
• Responds creatively and constructively with solutions to problems.
• Maintains the highest level of confidentiality and adherence to HIPAA standards.
• Adheres to strict safety guidelines and procedures to OSHA and office standards.
• Flexible and willing to perform duties of others in their absence.
• Occasional travel, by car or plane, required in order to participate in continuing education or seminars.

Qualifications

• 3-5 years of managerial experience.
• Preferable but not required: 2 years of experience in medical or dental office setting.
• Knowledge of billing codes and understanding of insurance plans a plus.

Visit us at: www.activesj.com

Active Spine and Joint Institute currently has two locations and in the process of opening our third and fourth. We are looking to have five locations in the next twelve months. We are a stable company with continued growth for the last 5 years and we are not slowing down! We understand that our staff have goals and want a future and we want to provide that to them. We don’t consider coming to work as a task rather than the highlight of everyone’s week. We want to train you so that you will do better in life even if you leave our company. We want to make sure you’ve gained a lot of experience while working with us.

Do you truly want to make a difference in your patients’ lives? Do you have a passion to help people live to their fullest potential? Are you looking to sharpen your skills while working in a fun, friendly, fast paced environment? Active Spine and Joint Institute is seeking a part-time or full-time, energetic, friendly, multitasking Office Manager to join our expanding practices. ASJ provides continual onsite training and leadership opportunities.

Active Spine and Joint Institute helps patients get back to doing the activities they love and achieve their optimal health by identifying the underlying cause of their condition. Our team of highly trained physicians and practitioners accomplish this together by offering state of the art technology, clinical expertise and a compassionate environment. Because life is better when you’re healthy.