Office Manager, Jackson North Clinic

SummaryThis position is responsible for managing and coordinating the daily clinic operations, supervising clinic staff, and assisting with monitoring the use of resources. Operations includes, but is not limited to, leadership responsibilities, human resource related responsibilities, billing/collecting related responsibilities, EMR related responsibilities, Student related responsibilities, financial/budget related responsibilities, compliance/HIPAA related responsibilities, and marketing responsibilities.Essential FunctionsOffice Manager-Manage daily clinic operations:Responsible for overseeing daily charges, receipts, and documentation for all providersRun/review appropriate daily/weekly/monthly reports to maximize accountability in all areas of the operationSupervising clinic staff and provide clerical supportEnsure adherence to clinic policies/procedures/compliance/HIPAAUpdate and maintain adherence of clinical staff on OSHA and HIPPA complianceEnsure appropriate inventory of clinical medical supplies and office suppliesImplement changes as needed as a result of modifications to patient load, billing/collection procedures and government regulations and policiesEnsure proper use of billing and coding for patient encountersServe as Compliance liaison by monitoring record-keeping and ensuring the security and confidentiality of patient/employee/student dataEnsure operative reports/hospital consult notes are properly coded and uploaded to patient files as well as to the billing companyObtain authorization for surgery, as neededConfirm CPT (Current Procedural Terminology) by using Coding Companion BookCall insurance company to verify coverage and obtain surgical authorizationCall patients to inform them of deductibles and/or co-pays (surgical benefits)Complete hospital surgical scheduling form/fax to hospitalNotify hardware company representative for needed suppliesPatient Discharge:Process insurance payment co-pay and collect any outstanding balancesCollect payment for any over the counter products purchased in the office and collect any outstanding patient balancesOrder and receive custom made orthoticsNotify patient/collect payment/schedule appointment for fitting or arrange for shipping to patientMaintain secure incoming and outgoing communications with the clinic to avoid breachesScheduling/adhering to subpoenas for depositions, phone conferences, live conferences, IMEs and EMAs with workers' compensation representative/opposing counsel pertaining to WC patientsEnsure all equipment is maintained in working condition; call for maintenance as needed Work with billing company/Credentialing Coordinator/Operations Manager to maintain and update credentialing and proper licensure for all physicians with payers, hospitals, outpatient surgical centers, and other entities.Officer Manager-Support Physicians/Students/Residents/Fellow with oversight and maintenance of Clinic budget and records:Submit PO requisitions for office and medical suppliesProcess receipt of all supplies in Workday and upload packing slips on a weekly basisSubmit blanket PO requests for medical supplies on a FY basisSubmit PO balance increase requests to procurement, as neededSend out "Supplier Request Form" to new vendors to be set up in WorkdayReconcile P-Card transactions on a weekly/monthly basisReconcile doctors expenses on a weekly/monthly basisMaintain correct expense categories according to budget when entering requisitionsSubmit copies of bank deposit slips along with copies of checks to University Finance upon completion of bank depositsAdhere to annual clinic budgetOffice Manager-Perform other duties in support of Jackson North Clinic:Participate/attend all scheduled management meetingsRespond to all requests for feedback/information in a timely mannerSubmit monthly attendance report and evaluations of junior and senior podiatry students to the Podiatry OfficeMonitor record-keeping to ensure security and confidentiality of patient/employee/student dataServe as liaison with billing company to evaluate and refine billing, coding, and documentation proceduresWork with the Clinics Administrator to develop new procedures to improve office efficiencyDevelop employee work schedules to ensure clinic is adequately staffed at all times Serve as back-up for Front Desk Assistant as needed during the course of the dayClean/sterilize, prepare office/exam room space for following dayMaintain a safe, clean, orderly, pleasing environmentPerform other job-related duties as assignedOffice Manager- Support Clinical Staff/DoctorsSubmit monthly attendance report and evaluations of junior and senior podiatry students to the Associate Dean of Clinical EducationalAssist Doctor when no students are at the clinic by measuring patient vital signs (i.e. pulse, blood pressure, temperature, height, and weight)Performs student monthly orientationMonitor and evaluate students' performance at clinic and with patientsPerform regular rounding during the day to observe and be available for questionsProvide education material to patientsCommunicate with patients in regard to inquiries and complaintsEnsure patient satisfactionCareCloud Super User/Liaison - to support clinic operations by:Coordinate/schedule orientation/training to clinic office staff/Physicians/Students, as neededAssist doctors/staff/students on a daily basis with the functional aspect of the EMR systemOn a monthly basis, add respective student users into the EMR per clinical rotationPerform monthly updates to include adding/enabling/disabling students or other users into the EMRAssist with troubleshooting functional/technical issues within EMR Serve as the Liaison between CareCloud and Tamarac ClinicMonitor monthly student schedulesAttend required meetings or webinars for training updatesQualifications/RequirementsHigh school diploma and vocational/technical training is required. An Associate's degree is preferred.3-5 years of experience as an Office ManagerProficient with Word, Excel, Access, PowerPoint, Publisher, Outlook, SharePoint; familiar with web-based files to make minor changes to content of webpages; able to access various types of data in the Colleague system and through Live Excel; ability to select appropriate technology with which to complete tasks and projects; knowledge of Super Coder website to facilitate billing.Excellent oral and written communication skills; ability to communicate effectively with students, staff, faculty, and administrators on a daily basis; uses good judgment and discretion in oral and written communications; communications are free grammatical, mechanical, spelling, and syntactical errors.Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.