POSITION SUMMARY : The Office Manager/Office Lead oversees the daily operations, staffing, and finances of the practice to ensure fundamental systems and protocols are in place and functioning effectively to reach practice goals. This individual is responsible for overseeing the development of the staff, the financial health of the company, as well as community outreach and marketing. Generally, the Office Manager/Office Lead will be responsible for implementing and monitoring the vision, core values, and systems as set by the Practice owner. Other duties include facilities management, strategic planning and goal setting with the practice owners, and assuring the overall patient satisfaction and good will of the practice.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

● Sitting, standing, and walking for long periods.

● Moderate noise levels from dental and other office equipment.

● Comfortable medical office/lab setting.

● Hand dexterity and typing skills to work with standard software programs provided.

● Good mathematical aptitude in order to prepare and interpret financial and productivity reports.

● Excellent interpersonal skills to communicate and lead a team effectively.

● Near Vision - the ability to see details at close range (within a few feet) as required for computer software programs and the observation of subordinates’ work quality.

● Excellent communication skills - Talking and writing to others to convey information effectively.

● Organizational Skills—the ability to create systems and order, break large goals down into achievable tasks

● Stress Management—the ability to maintain productivity and professionalism in fast-paced environment and stressful situations.

● Good reading comprehension—understanding written sentences and paragraphs in work related documents.

RESPONSIBILITIES 1. Management of Personnel Resources – Hiring, motivating, developing, and directing people (at least 2 full time employees) as they work, identifying the best people for the job, and issuing discipline and termination when necessary.

● Plan for staffing needs, recruit and interview candidates, conduct background checks, hire new employees, and develop employee retention and engagement.

● Maintain professional work environment.

● On board new employees, conduct orientation sessions, relay the vision of the practice, and arrange on-the-job training for new hires.

● Appropriately off board terminated employees.

● Analyze training needs to develop new training programs or modify and improve existing programs; Conduct or arrange for ongoing training and CE classes for staff members.

● Prepare and present 30/60/90 and yearly reviews on all team members.

● Monitors patient flow and staff allocation to meet patient needs, maximize doctor time;

● Coordinate absences and time off requests.

● Responsible for supervision of front and back office staff; Resolves any clinical-administrative problems; Develops measurable performance objectives for the team.

● Observe and evaluate workers' 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 owners 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 any department meetings.

● Schedule weekly and monthly meetings with Doctors.

● Keep accurate personnel records in compliance with applicable law, and as needed to protect practice interests.

● Represent the practice in responding to government agencies.

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

● Prepare, monitor, track operational reports, and review company key performance indicators (KPI’s) to ensure accuracy and efficiency.

● 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 for the patients coming in the office.

● Coordinates with Tots to Teens Patient Services regarding billing, insurance and scheduling for the office for proper customer care and accuracy. Identifies areas of improvement to managers.

● Analyzes financial impact of changes in clinical activities and forecasts actual revenue/net income/expenditures versus approved budget.

● Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance.

● Supervises patient recordkeeping and HIPAA compliance.

● Review routing slips for accuracy of billing procedures- correct providers and chart notes according to office policies-Daily and Monthly.

● Prepare End-Of-Day routine, including but not limited to reconciling production and collection, settling credit card accounts, and preparing deposits.

● Balances cash box and make daily deposits.

● Prepare End-Of-Month Reports, when necessary.

● Develops and monitors effectiveness of marketing campaigns

● 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 owners of current trends, issues, pertinent issues to facilitate policy making.

3. Leadership and Professionalism:

● Represent the practice in a professional, pleasant, and cooperative manner.

● Contributes to the development of the practice’s mission and strategic vision.

● Acts as main point of contact for community outreach efforts;

● Clearly and respectfully communicates with practice owner(s) 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.

● Adherence to strict safety guidelines and procedures to OSHA and office standards.

● Flexibility and willingness to perform duties of others in their absence.

● Occasional travel, by car or plane, required for you to participate in continuing education or seminars, and errands related to the office.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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