Job description
JOB SUMMARY
The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure the smooth daily operation of the Emergency Medicine Department. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, administratively supporting the Medical Director(s), ED Providers and conducting/managing special projects.
EDUCATION
Minimum High School diploma or equivalent.
Associates Degree preferred.
LICENSURE
Possess a valid driver’s license.
EXPERIENCE
Two years of administrative experience.
CERTIFICATION
COMPUTER/TYPING/MATH SKILLS
JOB SPECIFIC REQUIREMENTS
1.
A ‘super user’ for advance QGenda functionalities:
- Profile Access and End-User Log-in assistance
- Calendar Connections/Sync
- Adding/Editing Staff and Tasks
- Reporting and ‘Stats’ tab
- End-user assistance for Requests/Swaps
- General schedule maintenance and creation on the system
2.
Assist and coordinate the faculty, APP, Clinical support staff schedules
3.
Responsible for gathering, keying, and adjusting Faculty, and APP schedule requests and preferences. Will also maintain historical record of schedule requests and preferences.
4.
Knowledge of annual, sick, and administrative leave and understand the processes behind each.
5.
Knowledge and primary contact for the scheduling software the department uses called QGenda, or other scheduling software as deemed appropriate. Be proactive in QGenda User Group Association.
6.
Provide scheduling reports as requested from Medical Director, Nursing Leadership, Administrator, and Director, EM Operations.
7.
Attend weekly/monthly/quarterly scheduling meetings with Office Managers, Medical Director, Administrator, Vice-Chair Community Operations, to determine scheduling needs for the department.
8.
Provides assistance to the faculty to ensure they have the information needed for their schedules in QGenda, or assistance in requesting time off.
9.
Facilitate training and other support needed to update product knowledge to Medical Directors and Providers
10.
Works with Locum companies for scheduling and invoicing purposes
11.
Assists Medical Director with presentations and reports
12.
Arranges, attends, and take minutes at monthly meetings
13.
Attends and take minutes for Committees for Medical Director
14.
Assembles daily, weekly, monthly, and yearly census reports
15.
Assembles chart deficiency reports
16.
Completes weekly dashboard for the emergency department
17.
Completes biweekly WVUH payroll for APPs/physicians
18.
Completes monthly Independent Contractor Timesheets
19.
Completes all provider extra duty hours for the Department Administrator
20.
Verify all locum timesheets
21.
Maintains Medical Director calendars
22.
Schedules meetings and meeting rooms for Medical Director
23.
Assists HIM with chart deficiency compliance with providers
24.
Works closely with Provider Relations Specialists and Provider Recruitment with credentialing
25.
Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.)
26.
Completes Work Day invoice coding in a timely manner
27.
Maintains all ED metric reports
28.
Maintains transfer reports
29.
Completes monthly department credit card reconciliation
30.
Sends Acute Resource Group monthly hours to administration
31.
Works with providers and records/balances all CME purchases following SMG CME Policy
32.
Completes any travel and/or purchase reimbursements needed working in Work Day
33.
Sorts and distributes mail
34.
Ensures WC1 forms are completed and submitted in a timely manner
35.
Conducts new provider orientation/onboarding
36.
Conducts research to develop outcomes for special projects
37.
Updates schedules using scheduling software to accurately reflect hours worked when needed
38.
Sends accurate information for FedEx purchase information
39.
Arranges and purchases lunch orders for special occasions
40.
Assists HIM with death certificates completion
41.
Orders office supplies as needed
42.
Works closely with Case Management for denial letters
43.
Handles all incoming calls/faxes
44.
Daily rounding on Providers in the unit, making time for night shift Providers as well.
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