Job Description

GENERAL SUMMARY

The Assistant Office Manager is responsible for coordinating the daily and administrative functions of the front office in the clinic setting. This position provides leadership for office staff and works very closesly with the Practice Management Team, to ensure great patient care and efficient cost structure. Principal responsibilities include operations, managing of staff and resources, and maintaining compliance with all policies, procedures, and regulations.

Requirements

ESSENTIAL JOB FUNCTION/COMPETENCIES

Responsibilities include but are not limited to:

• Oversees staff, managing schedules, daily duties, and timecards.
• Ensures that employees have the resources, tools, and training needed to perform their duties.
• Ensures policies and best practices are up to industry standards and government regulations.
• Maintains supplies and equipment for the front desk staff.
• Assists in the interviewing and selection of new staff members.
• Addresses patient complaints and queries when accelerated to management level.
• Oversees performance review process for the staff.
• Oversees front desk team member’s work schedules and time off requests.
• Attends monthly Manager meetings and relays pertinent information to front desk team members in a timely manner.
• Conducts orientation and training on front office policies and procedures.
• Collaborates with clinic staff including Providers and Management to achieve delivery of excellent patient care.
• Performs other position related duties as assigned.
• Employees shall adhere to high standards of ethical conduct and will comply with and assist in complying with all applicable laws and regulations. This will include and not be limited to following the Solaris Health Code of Conduct and all Solaris Health and Affiliated Practice policies and procedures; maintaining the confidentiality of patients' protected health information in compliance with the Health Insurance Portability and Accountability Act (HIPAA); immediately reporting any suspected concerns and/or violations to a supervisor and/or the Compliance Department; and the timely completion the Annual Compliance Training.

CERTIFICATIONS, LICENSURES OR REGISTRY REQUIREMENTS

• N/A

KNOWLEDGE | SKILLS | ABILITIES

• Human Resources experience in hiring, supervision, and performance reviews. Knowledge of labor laws.
• Knowledge of continuous process improvement concepts and practices.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Delivers exceptional patient service throughout all interactions.
• Strong analytical and problem-solving skills.
• Knowledge of budget preparation and planning.
• Skill in using computer programs and applications including Microsoft Office.
• Knowledge in healthcare systems operations such as EMR.
• Knowledge of Medicare, Medicaid, managed care, and other third-party payer’s guidelines.
• Skill in leading team members to carry out all job objectives while inspiring confidence and motivation.
• Complies with all health and safety policies of the organization.
• Complies with HIPAA regulations for patient confidentiality.

EDUCATION REQUIREMENTS

• High School Diploma or equivalent required. Associate’s Degree or higher preferred.

EXPERIENCE REQUIREMENTS

• Medical Front Office or administrative experience required.
• Supervisory or management experience preferred.

REQUIRED TRAVEL

• N/A

PHYSICAL DEMANDS

Carrying Weight Frequency

1-25 lbs. Frequent from 34% to 66%

26-50 lbs. Occasionally from 2% to 33%

Pushing/Pulling Frequency

1-25 lbs. Seldom, up to 2%

100 + lbs. Seldom, up to 2%

Lifting - Height, Weight Frequency

Floor to Chest, 1 -25 lbs. Occasional: from 2% to 33%

Floor to Chest, 26-50 lbs. Seldom: up to 2%

Floor to Waist, 1-25 lbs. Occasional: from 2% to 33%

Floor to Waist, 26-50 lbs. Seldom: up to 2%