JOB TITLE: Office Manager

EMPLOYER: Elliott Physical Therapy

DEPARTMENT: Administration

REPORTS TO: Administrative Director

Are you looking to build healthier communities?

Are you looking to work for a place where your team values you?

Are you looking to challenge yourself by managing a team and growing professionally?

If you answered yes to any of these questions then look no further! Elliott Physical Therapy is hiring! We have a full time Office Manager position available at our Dorchester Clinic!

• Professional growth opportunities
• Management and leadership training
• Mentorship programs
• Medical coverage
• Dental coverage
• Vacation, sick, holiday and personal days
• Employee Referral Incentive Program

• Annual meeting and annual company trip

SUMMARY: Oversees all administrative operations in the Elliott Physical Therapy Dorchester clinic. Leads a team of Patient Care Coordinators (PCCs) and collaborates with the Clinical Manager to produce an outstanding patient experience and productive clinic.

DUTIES AND RESPONSIBILITIES:

• Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management,electronic health record management, supplies, staffing
• Orders and maintains office supplies and inventory
• Analyzes and maximizes office productivity by establishing, modifying, implementing and monitoring systems and procedures to enhance timely and efficient workflow
• Prepares reports and correspondence as needed
• Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing
• Leads a team of PCCs to reach clinic goals and expectations
• Works with PCCs to assure clinic collection goals are met on a weekly basis
• Manages clinic deposit log. Ensures logs are balanced on a daily basis
• Works with the Authorization & Verification team to ensure all patients are authorized and verified for visits
• Works with Clinical Manager to ensure the collaboration and teamwork of all staff to run a successful clinic
• Attends weekly OM/CM meetings to identify issues and create action steps to resolve problems
• Collaborates with the billing office to coordinate monthly patient statements
• Attends monthly Office Manager meetings
• Attends weekly meetings with the Administrative Director
• Hires, trains, supervises, motivates, and develops administrative staff; manage schedules and workflow
• Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
• Develops systems to improve front desk workflow to meet company standards
• Represents Elliott Physical Therapy within our community and understands the importance of community involvement
• Shares clinic cleanliness duties with the Clinic Manager and appropriately delegates to staff
• Performs other related duties as assigned by management
• A minimum of 40 hours per week is required to physically be in the clinic

SUPERVISORY RESPONSIBILITIES:

• Directly supervises PCC staff within one clinic.
• Holds quarterly and annual reviews with staff.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

• Commitment to excellence and high standards
• Excellent written and oral communication skills
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to work independently and as a member of various teams and committees.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Demonstrated ability to plan and organize projects with acute attention to detail.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

• Proven leadership and customer service skills.

COMPETENCIES:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Managing People - Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand
• Occasionally required to walk
• Occasionally required to sit
• Frequently required to utilize hand and finger dexterity
• Continually required to talk or hear
• Requires transportation