Dual Office Assistant Manager

4-DAY WORK WEEK, Mon.-Thurs.FREE PARKINGVERY COMPETITIVE PAY AND BENEFITS PACKAGEBENEFITS:Health/Dental/Vision Insurance - CignaFSAHSALife Insurance401K ContributionsDisability InsurancePaid Time OffEvery Friday offTuition AssistanceFree ParkingPaid Maternity and Paternity LeaveSTD/LTD/ADD Insurance (short-term disability, long-term disability and accidental death and dismemberment insurance)Job Requirements:Two+ years as assistant manager or office manager in a medical practiceComputer experience and knowledge required.JOB TITLE: Assistant Office Manager for Dual Offices (Fairfax, VA and Washington D.C.)GENERAL STATEMENT OF DUTIES: Works cooperatively and consultatively with the Office Manager in the performance of duties. Becomes proficient in all front office and Back-office positions and fills in as necessary. Assists in training front office and Back-office positions. Understands and enforces ARAs policies and procedures and participates in the assessment and counseling of staff, as needed. Implements progressive disciplinary process, including verbal and written documentation of staffs performance. Assist with scanning and filing medical documents in the electronic medical record. Assist with billing and insurance functions as needed.SUPERVISION RECEIVED: Reports to the Office Manager.SUPERVISION EXERCISED: Supervises all medical assistants and front office staff.TYPICAL PHYSICAL DEMANDS: Requires full range of motion including manual and finger dexterity and hand-eye coordination. Requires ability to use office equipment, consisting of photocopier, fax machine, computer, phone equipment, calculator, postage meter and scale. Requires prolonged sitting and standing as well as bending and stooping. Requires ability to communicate with patients, physicians, and staff members. Requires ability to review history forms, insurance forms, and patient information. Requires ability to converse over the telephone clearly. Requires commuting between two offices. Requires picking up and carrying items weighing 20 pounds.TYPICAL WORKING CONDITIONS: Work is performed in the reception area and back office of the medical office. Work may be stressful at times. Interaction with patients, people who are ill, their families, other medical groups, and vendors is required.EXAMPLES OF DUTIES: (This list may not include all of the duties assigned.)Assists in the training of organizational administrative and Clinical policies and procedures for both. Helps staff in understanding/implementing protocols.Ensures that all patients are properly greeted, paperwork is completed, questions are answered, and patients are kept informed of wait times or delays before being called into the clinical area.Monitor the scheduling of patient appointments for OAC and ARA including EMG, Ultrasound, Covid vaccines, and laboratory appointments.Enforces standards of professionalism and ensures that all office staff meet customer services expectations, productivity expectations, and behavior/appearance standards.Maintains awareness of waiting room status and facilitates timely flow of patients back to the clinic.Coordinates check-out function with clinical departments to ensure that patients have all necessary information, prescriptions, and follow-up appointments scheduled.Checks that proper information is in the electronic record before sending tasks or messages.Ensure that the front desk introduces patients into the patient portal and issue a token so the patient may enroll.Coordinates confirmation calls for ARA, OAC, EMG, lab, Ultrasound, and Infusion on a daily basis. Sends out Recall Letters on a weekly basis.Reviews schedule for next day, check alerts for forms needed and actions to be completed. Create alerts in chart if needed. Check for multiple same day appointments (e.g. indicate if patient has both an office visit and an Infusion/Dexa/Ultrasound/EMG appointment). Check for future and/or duplicate appointments. Check for scheduling errors (e.g. is patient scheduled to see the correct doctor, is the patient scheduled for the correct amount of time?).Ensures office supply inventory is current and that mail is opened and processed promptly. Delegates mail to appropriate personnel.Becomes proficient at all front-office positions and fills in as necessary.Assists in the interviewing and hiring process of new front-office employees.Trains front-office employees in their regular positions and cross-trains employees in other front-office positions to ensure that they have the ability to fill in for co-workers as required.Periodically audits performance of staff and reports findings to the Office Manager.Manages each doctors schedule, which includes verifying appropriate scheduling for each physicians unique needs and contacting patients to fill holes from cancellations and no-shows. Ensure that the physician time slots are properly classified.Oversees the completion, distribution, and posting to the T drive the No Show/Same Day Cancellation report. This includes ensuring that patients are contacted if they no show.Coordinates leave and coverage with the Team Leads for the staff.Ensures accurate capture of insurance information in NextGen, including running insurance through Phreesia, CareFirst Direct, and Navinet.Serves as back-up to the Office Manager for daily reconciliation and the DC/Fairfax desk (check-out logs, monies, and fee tickets).Assist with troubleshooting computer issues for providersServes as Liaison between providers and other departmentsParticipates with the DC/Fairfax physicians/OM meetings.Participates in and contributes to the annual DC/Fairfax staff performance evaluations.Performs 30- and 60-day evaluations of staff performance.Participates in 90-day evaluations.During the semi-annual audit assigns questions and encounters, provided by Office Manager, to staff for a peer-to-peer audit.Travel between each office on assigned dates or when needed.Performed Medical Assistant duties, to include triaging patients, phlebotomy, Ultrasound when needed.Monitor and Assist with duties of Administrative Medical Assistant when needed.Other Duties as Assigned: The assignment of duties to employees is not limited to the content of this job description. Other tasks and assignments may be related to the work usually assigned to the employee, but in some circumstances may be completely unrelated..EDUCATION:Bachelors degree or commensurate experience preferred.EXPERIENCE:Two or more years medical office experience required.Computer experience and knowledge required.PERFORMANCE REQUIREMENTS: (Knowledge, Skills and Abilities)Skill in understanding organizational policies, procedures, and systems.Ability to speak clearly and concisely.Ability to read, understand, communicate, and follow oral and written instructions.Knowledge of medical practices terminology and computer systems and applications.Knowledge of grammar, spelling, punctuation, and sentence structure to answer correspondence and prepare reports.Knowledge of health insurance companies, and billing/collection practices.Skill in operating a computer, photocopier, fax machine and postage meter.Excellent interpersonal skills, and the ability to communicate clearly.Ability to establish and maintain effective working relationships with patients, employees, physicians and the public.Ability to work in a fast-paced, stressful environment.Ability to multitask.Be detail oriented.COMPLIANCE:Follow all procedures and maintain high ethical standards.Follow guidelines for maintaining patient confidentiality.Understand and follow HIPAA requirements.Demonstrate a strong commitment to honest and responsible corporate conduct.Identify, report and/or prevent any fraudulent or unethical behavior.Initiate notification to management if inappropriate behavior is observed within the organization.HIPAA-Minimum Necessary Access to PHIThe responsibilities associated with this position allow access to the computer role of ARA Administrator only.We are committed to enforcing minimum necessary access to our patients PHI by limiting the uses and disclosures of this information within our practice. In order for this employee to carry out his/her job (carry out TPO) in a manner that best serves our patients, the employee needs access to the afore-mentioned computer role. Role descriptions are explicitly defined in our HIPAA manual. Access to computer information is password protected. Upon termination of an employee, his/her password will be deleted from the system.DISCLAIMER:The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.

Created: 2024-11-15