SUMMARY

Directs the non-physicians operations of the outpatient office efficiently and effectively. Works in coordination with the Physician and Administrative leaders to assure all program requirements are met as outlines in university polices. Assures that physicians are provided with necessary support to deliver high quality patient care. This includes, but is not limited to front desk operations, billing procedures, hiring, training, supervising, evaluating and terminating staff, and resolving complaints. Performs a wide variety of administrative services within the department. Coordinates office support operations.

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following:

Staffing:

• Supervises and assists with the overall daily operations of Site.  Responsible for all practice related activities involving personnel management, patient billing, facility issues, and implementation of department/office policies and procedures.
• Maintains time and attendance records for staff.  Schedules vacations medical staff.
• Serves as a back-up to the Practice Manager for emergent situations and as otherwise needed. 
• Plans and schedules the work of the site to make maximum effective utilization of employees, equipment, resources and materials within budgetary requirements.
• Makes recommendations regarding the hiring, firing, promoting, and/or disciplining of employees and other personnel changes.  Prepares medical staffing schedules ensuring adequate staff in relation to number of physicians.
• Trains, supervises, and evaluates the performance of the clinical staff and obtains necessary signatures.
• Prepares daily staff assignment so that staff rotates between front and back duties to assure that all skills are maintained.
• Evaluates patient flow and redirects staffing as needed to increase efficiency and to reduce cost.
• Resolves any conflicts regarding medical staff.
• Prepares payroll biweekly.
• Monitors on an ongoing basis the performance of the medical staff to assure a customer –friendly, physician-friendly environment.
• Assures completion of daily assignments by staff prior to leaving for the day.
• Reviews staff attendance to assure compliance with attendance policy on a monthly basis.
• On an as needed basis, performs front office responsibilities as outlined in the front Senior Receptionist/Patient Scheduled job description.

Clinical Duties:

• Monitors staff to perform all responsibilities in accordance with existing regulations (OSHA, CLIA, etc.)  Ensures proper sterilization procedures are available to clinical staff and that all staff comply with proper procedures.
• Ensures medications are stored properly and that access is given only to those authorized.
• Ensures clinical office is maintained in a professional and orderly manner whereby appearance in the clinical area is appropriately maintained and ensures staff appearance reflects professionalism.
• Trains staff on procedures and clinical information related to triaging of patient phone calls.  Assigns staff to triaging responsibilities based on their level of knowledge.
• Trains staff on procedures and clinical information related to triaging rest results and determined abnormal results for physicians review.
• Works with providers to ensure patient management protocols are available as needed.
• Assures adequate clinical support is available to accommodate patient volume.
• Defines the work of the clinical staff within the assigned area to make maximum effective utilization of employees, equipment and material within budgetary requirements.
• Ensures staff acts as a clinical liaison with local hospitals or agencies to ensure the necessary processes are adhered to.
• Recommends new or revised departmental policies and procedures ensuring patient flow is maximized, provider time is used efficiently, staff time is used efficiently, and patient satisfaction is maximized.

Office Management and Administrative Duties:

• Maintains inventory and orders supplies and equipment as needed and in a fiscally responsible manner.
• Orders calibrations of equipment as suggest by the manufacture to ensure equipment is ready for patient use.
• Demonstrates working knowledge of scheduling, billing, and electronic medical records system to assist staff.
• Runs reports from these systems as needed to monitor staff compliance with polices.
• Oversees front desk audits in conjunction with billing office.
• Generates monthly reports as directed and takes follow up actions as needed.
• Maintains purchase orders (transferring funds to ensure funds are available to cover expenses, closing POs once complete, etc.
• Maintains disaster recovery vaccine storage plan.
• Serves as primary contact person for security and answering services.
• Works with Plant Operations to assure office is in good repair and pleasant in appearance.
• Maintains all necessary records in accordance with federal, state, university, and departmental regulations and policies.
• On a weekly, monthly, and quarterly basic, reviews the physician's paper and computer schedules. Resolves any discrepancies with the Administrator.
• Expedites and coordinates services such as maintenance, service and repairs, supplies and mail.
• Oversees the maintenance of departmental records and ensures that files and record keeping systems meet the needs of the department.
• Coordinates inventories and orders office supplies.  As directed, prepares requisitions for equipment and materials.

General Responsibilities:

• Always treat others with compassion, dignity, and respect.
• Complete all assigned trainings.
• Supports and adheres to the university’s polices.

Understands and adheres to ROWAN's compliance standards as they appear in ROWAN's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.

Keeps abreast of all pertinent federal, state and ROWAN regulation, laws and policies as they presently exist and as they change or are modified.

Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.

Performs other related duties as assigned.

QUALIFICATIONS: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE:

Bachelor's degree in a health-related field and two (2) years of supervisory and operations management experience.  Must be able to work evenings and Saturdays as needed. Demonstrated ability to work independently, demonstrated excellent communication and organizations skills, ability to multitask and be flexible is required.  Knowledge of Windows based programs is required. Knowledge of insurance plans preferred. 

NOTES: 

• Only completed, online applications submitted on or before the deadline will be considered.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.