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Healthcare Office Manager (Portland)

Portland, Maine, United States

Overview

This role is generally responsible for the non-clinical aspects of the daily operations of a medical practice and for ensuring best business practices for the office. The Office Manager must be fully engaged in the unique environment and clientele of a healthcare setting, as well as in interactions with clinicians, other practices, and the community, and in compliance with governmental regulations. 

This role is exempt and reports to the Director of Clinical Operations as well as the physicians of the practice.  

Responsibilities

  • Oversee the financial performance of the revenue cycle
  • Coordination of the day-to-day operations of the practice
  • Develop, implement, and maintain office policies and procedures
  • Coordinate physician outreach and practice development
  • Interview and train a productive medical office team and conduct performance reviews
  • Supervise patient scheduling, registration, financial counseling, medical records, billing and collection, data entry and processing, and cash posting
  • Ensure staffing is appropriate for day-to-day operations
  • Maintain and manage all filing and organizational systems for the practice
  • Ensure patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent recurrences
  • Promote excellent customer service by all levels of staff
  • Ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations
  • Coordinate staff meetings for administrative and clinical staff
  • Coordinate logistics for internal and external meetings and conferences
  • Administrative tasks related to obtaining and maintaining AAAASF certification,
  • Assist with and provide project management on ad hoc projects
  • Obtain and maintain physician and clinician credentialing and licensing
  • Management of insurance contracts and renewals
  • Liaison with hospital affiliations

Requirements 

  • Minimum of 2-3 years in a medical office setting
  • 2 - 3 years in a supervisory or management position
  • Knowledge of business and accounting processes usually obtained from an Associates or Bachelor's degree in Business Administration, Accounting, or Health Care Administration
  • Knowledge and experience in all aspects of billing
  • Knowledge of regulations related to Medicare, Medicaid, and commercial insurance
  • Human resources experience in hiring, supervision, and performance reviews
  • Knowledge of HIPAA and labor law
  • Strong customer service skills
  • Skill in writing policies and procedures
  • Skill in using healthcare software and computer systems
  • Knowledge of maintaining supplies and equipment for the medical setting
  • Multitasking and problem-solving skills
  • Professional communication and presentation skills, including face-to-face, email, telephone, and video conference
  • Knowledge of continuous process improvement concepts and practices
  • Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels from child to senior citizen

#Portland

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