POSITION TITLE: Clinic Office Manger
RESPONSIBLE TO: Director of Practice Operations
DATE:
JOB SUMMARY: Institute and oversee adherence to policies and procedures in such areas as scheduling,
registration, billing and collections to maximize revenue and minimize expenses. Ensure adherence to all laws
and regulations related to employment, affirmative action, safety, drugs, medical waste disposal, HIPAA, CLIA
and other federal state and WMMC compliance policies and procedures and promptly report actual or potential
wrongdoing. Maintain and update manuals related to the above. Coordinate office processes related to billing
with the Director of Patient Accounts. Oversee inventory and orders medical and office supplies. Oversee
cleaning and maintenance of facility. Research and recommend capital budget requests for review by WMMC
CFO. Plan and assign work schedules to optimize patient satisfaction and efficient workflow. Review and
approve time sheets and PTO requests. Participate in interview hire and training process for new employees.
Evaluate staff performance; provide coaching and corrective action as necessary. Conduct Performance
Evaluations annually. Conduct staff meetings on regular basis for information sharing, problem solving and
operational improvement. Regularly meet individually and as a group with physicians and mid-level providers
for information sharing, problem solving and operational improvements. Maintain physician and mid-level
provider schedule including call schedules. Assist physicians with timesheets ensuring timely submission to
Accounting for payroll processing. Ensure all patient visits and services are documented for charge posting.
Ensure charges are posted or documents for charge posting provided to coders in a timely manner.
Responsible to charge post all services provided by physicians in the hospital setting. Responsible for cash
drawer and payments received in the office. Review and approve supply invoices and forward to WMMC
finance staff for payment. Maintain open communication with hospital departments, referring physicians, staff
physicians, office employees and WMMC departments. React in a timely manner to resolve patient and/or
employee complaints. Participate and foster a performance improvement approach that include both office staff,
physicians and other WMMC departments. Attend workshops, seminars etc necessary for educational growth.
Perform other duties as required
WORKING CONDITIONS: Sometimes stressful office environment. Must be able to work at a computer
keyboard. Ability to sit for extended period of time.
KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED:
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Excellent attention to detail
Above average written and verbal communication skills
Understanding and commitment to WMMC ASPIRE values of service, promote teamwork, integrity,
respect and excellence
Develop and maintain effective relationships with staff, patients and external customers
Maintain confidentiality and supports the goals and objectives of WMMC
Utilize available business technology to perform assigned duties
Exceptional organizational skills
Management skills with good business sense
Ability to handle multiple priorities
Ability to make appropriate decisions with a minimum amount of supervisory direction
RELATIONSHIPS: Reports directly to the Director of Practice Operations
PHYSICAL REQUIREMENTS:
Frequency Scale: 1 = Rarely/Never; 2 = Occasionally; 3 = Frequently and 4 = Consistently
Activity
Climbing
1
2
3
4
Activity
1
2
3 4
Talking
X
Activity
1
2
Lifting
- Normal
Conversations
X
- Over 50#
X
X
- Loud
Commands or
Public
Speaking
X
- Over 25#
X
Pulling
X
Hearing
Pushing
X
- Normal
Conversations
X Memory
Reaching
X
- Other
Sounds or
Auditory
Alarms
X
Hand-Eye
Coordination
Kneeling
X
Standing
Vision
X
Sitting
- Acuity, Near
3 4
- Under 25#
X
- Short term
X
- Long Term
X
Walking
X - Color Vision
X Analytical
Thinking
X Attention to
Detail
X Concentration
Range of
Motion
Use of
Hands
Decision
Making
X
X Reading
X
X Writing
X
Stooping
X
- Acuity, Far
X
- Arms
X
- General
Manual
Dexterity
- Shoulders
X - Keyboard
Skills or
Typing
Neonatal (1-30 days)
_X_ Infants (30 days-1 year) _X__ Geriatric
_X _ Adolescent (13-18 years)
_X_ Adult (19-70 years)
(70+ yrs)
__X_No patient contact
_X__Children (1-12 years)
X
X
X
AGE
CATE
GORI
ES
OF
INDIV
IDUA
LS
SERV
ED:
Demo
nstrat
es the
knowl
edge
and
skills
neces
sary
to
provid
e
ageappro
priate
care
to the
followi
ng
patien
t
popul
ation:
____
CORE DEPARTMENTAL COMPETENCIES
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Through working knowledge of all aspects of medical office operations
Knowledge of health insurance industry
Ability to formulate, initiate and supervise sound business and clinical policies and
procedures
Excellent interpersonal skills
Experience in use of personal computers including knowledge and use of Word and
Excel
Knowledge of medical practice management software a plus
This is not necessarily an inclusive list of all responsibilities, skills, tasks, requirements,
efforts or working conditions associated with the job. While this is intended to be an accurate
reflection of the current job, management reserves the right to modify essential functions of
the job or to require that other or different tasks be performed when circumstances change
(i.e. emergencies, changes in personnel, workload, rush jobs, or technical developments).
____________________
Director
________
Date
____________________
Employee
________
Date