Pennsylvania Medical Group Management Association
     The Pennsylvania State Affiliated Chapter of MGMA

Posted on February 20, 2020

Zetter HealthCare LLC is seeking a qualified medical office manager for an independent Chambersburg medical office. Our client is seeking a qualified medical office operations professional with a strong background in operations, management, physician relations and financial accounting. This position will oversee a small independent specialty medical practice.

Minimum Qualifications
•    Minimum 3-5 years relevant and proven leadership and management experience in a medical practice
•    Must have experience creating a patient centric environment and managing staff and all operations in a business setting, be data driven and able to communicate clearly
•    Must be able to work collaboratively as part of a team interfacing at all levels of the practice with staff and outside consultants
•    Proven ability to lead and engage staff and physicians

POSITION:        Office Manager
REPORTS TO:        Physician Shareholders

GENERAL SUMMARY:  The Office Manager is responsible for the daily operation of each location of the Practice. The Office Manager shall construct and implement, following owner(s) approval, all policies and procedures pertaining to the operation of the Practice. The Office Manager coordinates and plans for the delivery of clerical and operational services to all patients/customers that choose the Practice for healthcare services.  The Office Manager supervises all billing, clerical and non-licensed clinical personnel and provides direct communications to patients/families with regards to questions/inquiries about Practice policies and procedures when needed.

The Office Manager shall ensure that the Practice complies with the requirements of any governmental or regulatory body having jurisdiction in the premises or operation of the Practice, to meet such standards as set forth by the governmental agency, and assist all Practice personnel to ensure that policies and procedures meet such standards. The Office Manager shall ensure that available resources are provided to adequately maintain the physical property and equipment of the Practice to assure good working order and conditions by communicating needs to the owner(s).

The Office Manager is responsible for achieving the objectives of the Practice, establishing administrative, developing and implementing personnel policies, coordinating activities within the Practice with staff and assuring that operations of the Practice meet with a high standard.
 
KNOWLEDGE, ATTRIBUTES, SKILLS & ABILITIES:

The Office Manager should have/possess/practice:
•    Integrity
•    Confidentiality
•    Customer/Patient Focus
•    High Energy Level
•    Excellent Interpersonal Skills
•    An Understanding of Practice operations
•    Leadership
o    verbal ability to communicate ideas and views effectively when speaking to groups, personnel, committees, medical staff, and the general public
•    Business Savvy
o    ability to take action and maintain operations within a budget
o    ability to gather, analyze, prepare and understand reports, budget and statistical information
•    Team Building Skills
o    Skills in planning, assessing, implementing, evaluating, teaching, and supervising
o    A desire to develop staff and the ability to establish effective working relationships with people as well as the ability to listen, understand, and confer with personnel, physicians, patients, and the general public
o    Development marketing/sales experience and a customer service orientation will be desirable

EDUCATION & EXPERIENCE:  A minimum of three (3) years medical office management experience is required, including financial as well as personnel management experience, a health care background, and managed care contract understanding is desired

ADDITIONAL REQUIRED KNOWLEDGE & SKILLS:  Good operational assessment skills, flexibility and basic computer skills.

JOB RELATIONSHIPS:  Supervise all clerical staff and billing department.  Work collaboratively with business staff, clinical staff, non-physician practitioners and physicians.

PHYSICAL DEMANDS OF JOB:  Ability to work under stress, moderate periods of sitting, walking, standing, and computer use.


ESSENTIAL TASKS, DUTIES & RESPONSIBILITIES

Managerial/Leadership Responsibilities
•    Effectively communicates with the staff and owner(s) regarding all Practice business
•    Demonstrates advanced knowledge of budgeting and cost controls
•    Effectively guides, leads, supports and supervises all clerical and billing staff
•    Provides for staff development and continuing education
•    Assesses the staffing needs daily and ensures adequate staff to provide care commensurate with the needs of the Practice
•    Schedule daily staffing and vacations
•    Accepts ownership, is accountable and delivers commitments  
•    Oriented towards continuous learning
•    Effectively assists in overseeing daily activities at the Practice
•    Demonstrates knowledge of current computer systems and software
•    Willingly accepts assignments to special projects
•    Is attentive to detail and record-keeping on all required paperwork    
•    Strives to improve working environment by generating alternatives and making recommendations on improving work  
•    Inspires trust and confidence from patients, callers, visitors and employees by remaining well informed and always prepared
•    Initiates action to manage staff conflicts and keeps owner(s) informed as needed
•    Seeks assistance from physician owners and consultants when unable to fully resolve a conflict
•    Demonstrates an ability to identify and resolve problems, uses initiative and good judgment to reach quality decisions

Interpersonal skills
•    Portrays attitude and actions that are consistent with the mission of the Practice
•    Maintain open and positive communication with all personnel, team members and other healthcare professionals
•    Communicates with patients, families/significant others, as needed
•    Maintains professionalism within the Practice
•    Maintains confidentiality of patient and personnel information
•    Participates in continuing education programs
•    Implements and participates on committees as needed
•    Maintains calm and effective behavior  during stressful situations
•    Promotes a positive work environment which will enhance employee satisfaction
•    Develops and maintains open lines of communication and timely transmission of information
•    Conducts all aspects of supervision in a firm, fair, and consistent manner
•    Demonstrates an ability to identify and resolve problems, uses initiative and good judgment to reach quality decisions
•    Continually evaluates the morale of staff and takes appropriate actions to resolve problems
•    Participates in professional organizations
•    Ensures a safe environment for the staff adheres to the Practice safety plan
•    Ensures privacy and confidentiality to all patients
•    Demonstrates awareness of individual rights of patients
•    Establishes priorities, organizes actions and communicates needs to team members
•    Provides equipment and supplies based on patient needs
•    Competent to anticipate problems emergencies and take appropriate action
•    Competent to delegate specific duties to other team members based on Practice needs and staff qualifications
•    Documents appropriately on personnel matters

Other responsibilities
•    Responsibility for all compliance, including HIPAA, OSHA, DOL and mini-COBRA within the organization
•    Oversees orders and restocking of supplies
•    Provides monthly reports for accountant and owner(s)
•    Tracks attendance and time off all personnel for organization
•    Develops schedules for clerical staff and providers
•    Performs accounts payable transactions and works with QuickBooks
•    Conducts all banking activities and implements checks and balances to ensure integrity of processes
•    Handles human resource issues and benefits including workers comp claims appropriately
•    Performs or oversees credentialing and privileges for all licensed providers
•    Performs other duties as assigned, within the capacity of individual knowledge and expertise
•    Supervises activities of all clerical and billing personnel
•    Participates in economical utilization of supplies
•    Participates in strategic vision communicated by owners
•    Exercises sound judgment in decision making
•    Responds in a positive manner to constructive criticism
•    Seeks opportunity for continued learning
•    Demonstrates knowledge of fire, safety and disaster policy
•    Knows locations of alarms and extinguishers
•    Prepares quarterly reports in conjunction with accountant and consultant and submits to physician owners
•    Provides annual and ongoing education to staff
•    Works with staff to identify and determine if there are any problems or opportunities for improvement
•    Functions within the dress code and schedule required of this position

Please submit your resume and qualifications to:

David J. Zetter, President
Zetter HealthCare
hr@zetter.com

No phone calls will be accepted.