Health Center Office Manager

Responsibilities, Deliverables, Outcomes, and Expectations

This position holds responsibility for the efficiency and utilization of provider schedules at the assigned site. Ensures front office staff is making the most efficient use of schedule templates, actively filling vacant appointment times by managing an appointment waitlist, and contacting patients for follow-ups and well visits, etc.

Ensures all patients have access to insurance enrollment and program information necessary to cover provided services as stipulated in our Mission.

Ensures all patient information is accurately entered within the practice management system.

Confirms third-party coverage through payer verification and authorization.

Build and supervise a front office team that strives for excellence in all areas.

Provides direction to employees for daily activities.

Evaluates/documents individual employee(s) job performance, whom they supervise. Must meet with the employee in person and document; assigned working hours, one on one monthly meetings, preliminary 3-month instructional period evaluation, 180-day end of the instructional period evaluation, and annual evaluation.

Audits registration activity at the assigned site. Including but not limited to; slide scale application, proof of income verification, payer selection, and billing alerts.

Serves as site subject matter expert regarding the Sliding Fee Scale and answers patient and staff questions.

Ensures employees are properly trained for the tasks that are assigned.

Ensure phones are promptly and professionally answered.

Encourages educational and organizational growth opportunities for staff.

Oversee accurate daily balancing of cash drawers and deposits and monitor/report department cash flow.

Works with the Patient Access Representatives to keep denials at a maximum of 7%.

Works with the Patient Access Representative to ensure Sliding Fee Scales policy and procedures are being followed.

Ensure that documents are accurately scanned into an EHR system.

Collects data related to relevant customer service metrics. Charts data communicates team performance with staff and plans for improvement as needed.

Employs alternate means to verify eligibility when EHR does not respond.

Interview, hire, and train a productive medical office team.

Acts as a liaison between clinical and operational staff to ensure accurate communication.

Monitors and maintains supplies, and procurement for assigned site(s).

Audits and monitors appropriate scheduling, copayments, and collection of patient account balances.

Trains, observes, and coaches Patient Access Representatives to ensure that each patient receives an excellent customer experience.

Works with the billing department to assist patients with questions/concerns.

Works collaboratively as part of the site operations team and cooperates in the accomplishment of departmental goals and objectives.

Provides compassionate and professional handling of patient concerns as they arise

Learn policies and procedures and answer patients’ questions accurately.

Ensure schedules for multiple providers within the agency are uniformly maintained.

Other duties as assigned to carry out the mission, vision, and business of the Community Action Committee of Pike County and Valley View Health Centers.

Must travel as required to other locations, sites to work, attend meetings and seminars, etc.

Serve as a representative of VVHC/CAC on assigned committees as deemed appropriate.

Minimum Requirements:

Education:

High School Diploma or equivalent

Three years of work experience in a healthcare front office is required.

Prior experience with electronic medical records (EMR) applications is required.

At least one year of experience providing direct supervision and successful people management, preferably in a healthcare setting.

Preferred Qualifications:

Bachelor’s Degree

Experience with Excel

Experience working with multiple providers and/or physicians

Knowledge of general medical terminology