Job Description

Overview

Office Manager, Belltown Primary Care

Full Time, 80 Hours Per Pay Period, Day Shift

Covenant Medical Group Overview:

Covenant Medical Group is the employed and managed medical practice organization of Covenant Health, providing comprehensive care across East Tennessee. With more than 300 physicians and advanced practice providers in 20 communities, our team delivers expertise across a broad spectrum of specialties from primary care and walk-in clinics to preventive medicine and advanced surgical and subspecialty services. We are committed to offering coordinated, patient-centered care that spans the continuum of health needs, ensuring access to exceptional providers close to home.

Position Summary:

The Office Manager I provides day to day administrative and operational leadership for a low complexity, single specialty physician practice typically seeing fewer than 3,000 office visits per year, operating at one site location and staffed by 1–2 providers with less than10 staff FTEs. The role is responsible for ensuring efficient clinic operations, delivering excellent patient experience, maintaining compliance with organizational standards, and supporting providers and clinical staff in delivering high quality care.

As the primary on site leader, the Office Manager I oversees workflow coordination, staff supervision, scheduling, performance monitoring, and operational improvement initiatives. The position plays a critical role in fostering a positive and collaborative work environment, optimizing practice efficiency, and supporting the organization’s strategic goals.

Responsibilities

• Applies leadership and patient experience principles that are aligned with Covenant Health’s strategy for maintaining a patient centered healthcare service.
• Assumes responsibility for selecting, hiring and training needs of office employees by ensuring appropriate staffing levels and operational workflows. Supervises and evaluates performance over assigned personnel. Meets with staff, at least on a monthly basis.
• Maintains financial goals of practice by ensuring efficient and timely billing and collection process. Review current status of patient accounts to identify and resolve billing and processing problems in a timely manner.
• Develops and directs efficient materials management process. Ensures cost-efficient ordering and utilization of supplies by using preferred vendors.
• Partners with CMG Clinical Services and appropriate departments liaisons to maintain compliance with regulatory and governmental agencies.
• Continuously works to develop and safeguard a positive working environment through employee relations strategies and partnering with department liaisons to facilitate change in workflow process and/or personnel.
• Oversees and monitors operating expenses and performs within budget as applicable.
• Provides or secures necessary resources and support as needed for all office departments and location as applicable.
• Remains professionally accessible to all office personnel by routinely being present within the clinic environment(s), knowledgeable about staff needs, and workflow procedures, and an advocate for corporate strategies.
• Recommends opportunities for coordination of interdepartmental office efforts through appropriate channels and advocates for change that will better align with Covenant Health’s philosophy of patient care.
• Assists in development and monitoring of budget and performance goals.
• Maintains accurate information and reporting systems that are efficient and effective.
• Maintains consistent contact with designated providers concerning daily operational activities and financial progress. Meets routinely with providers to maximize the clinic needs.
• Maintains confidentiality and professionalism in all areas, including employee relations, provider dynamics, and strategic initiatives.
• Follows policies, procedures, and safety standards. Completes required education assignments annually. Works toward achieving goals and objectives, and participates in quality improvement initiatives as requested.
• Performs other duties as assigned.

Qualifications

Minimum Education:

High School Diploma or equivalent required, Bachelor’s Degree in Business or related field preferred.

Minimum Experience:

None. Supervisory experience preferred.

Licensure Requirement:

None