Summary

This position is responsible for managing and coordinating the daily clinic operations, supervising clinic staff, and assisting with monitoring the use of resources.  Operations includes, but is not limited to, leadership responsibilities, human resource related responsibilities, billing/collecting related responsibilities, EMR related responsibilities, Student related responsibilities, financial/budget related responsibilities, compliance/HIPAA related responsibilities, and marketing responsibilities.

Essential Functions

Office Manager-Manage daily clinic operations:

• Responsible for overseeing daily charges, receipts, and documentation for all providers
• Run/review appropriate daily/weekly/monthly reports to maximize accountability in all areas of the operation
• Supervising clinic staff and provide clerical support
• Ensure adherence to clinic policies/procedures/compliance/HIPAA
• Update and maintain adherence of clinical staff on OSHA and HIPPA compliance
• Ensure appropriate inventory of clinical medical supplies and office supplies
• Implement changes as needed as a result of modifications to patient load, billing/collection procedures and government regulations and policies
• Ensure proper use of billing and coding for patient encounters
• Serve as Compliance liaison by monitoring record-keeping and ensuring the security and confidentiality of patient/employee/student data
• Ensure operative reports/hospital consult notes are properly coded and uploaded to patient files as well as to the billing company
• Obtain authorization for surgery, as needed
• Confirm CPT (Current Procedural Terminology) by using Coding Companion Book
• Call insurance company to verify coverage and obtain surgical authorization
• Call patients to inform them of deductibles and/or co-pays (surgical benefits)
• Complete hospital surgical scheduling form/fax to hospital
• Notify hardware company representative for needed supplies

Patient Discharge:

• Process insurance payment co-pay and collect any outstanding balances
• Collect payment for any over the counter products purchased in the office and collect any outstanding patient balances

Order and receive custom made orthotics

• Notify patient/collect payment/schedule appointment for fitting or arrange for shipping to patient
• Maintain secure incoming and outgoing communications with the clinic to avoid breaches
• Scheduling/adhering to subpoenas for depositions, phone conferences, live conferences, IMEs and EMAs with workers’ compensation representative/opposing counsel pertaining to WC patients
• Ensure all equipment is maintained in working condition; call for maintenance as needed Work with billing company/Credentialing Coordinator/Operations Manager to maintain and update credentialing and proper licensure for all physicians with payers, hospitals, outpatient surgical centers, and other entities.

Officer Manager-Support Physicians/Students/Residents/Fellow with oversight and maintenance of Clinic budget and records:

• Submit PO requisitions for office and medical supplies
• Process receipt of all supplies in Workday and upload packing slips on a weekly basis
• Submit blanket PO requests for medical supplies on a FY basis
• Submit PO balance increase requests to procurement, as needed
• Send out “Supplier Request Form” to new vendors to be set up in Workday
• Reconcile P-Card transactions on a weekly/monthly basis
• Reconcile doctors expenses on a weekly/monthly basis
• Maintain correct expense categories according to budget when entering requisitions
• Submit copies of bank deposit slips along with copies of checks to University Finance upon completion of bank deposits
• Adhere to annual clinic budget

Office Manager-Perform other duties in support of Jackson North Clinic:

• Participate/attend all scheduled management meetings
• Respond to all requests for feedback/information in a timely manner
• Submit monthly attendance report and evaluations of junior and senior podiatry students to the Podiatry Office
• Monitor record-keeping to ensure security and confidentiality of patient/employee/student data
• Serve as liaison with billing company to evaluate and refine billing, coding, and documentation procedures
• Work with the Clinics Administrator to develop new procedures to improve office efficiency
• Develop employee work schedules to ensure clinic is adequately staffed at all times Serve as back-up for Front Desk Assistant as needed during the course of the day
• Clean/sterilize, prepare office/exam room space for following day
• Maintain a safe, clean, orderly, pleasing environment
• Perform other job-related duties as assigned

Office Manager- Support Clinical Staff/Doctors

• Submit monthly attendance report and evaluations of junior and senior podiatry students to the Associate Dean of Clinical Educational
• Assist Doctor when no students are at the clinic by measuring patient vital signs (i.e. pulse, blood pressure,  temperature, height, and weight)
• Performs student monthly orientation
• Monitor and evaluate students’ performance at clinic and with patients
• Perform regular rounding during the day to observe and be available for questions
• Provide education material to patients
• Communicate with patients in regard to inquiries and complaints
• Ensure patient satisfaction

CareCloud Super User/Liaison – to support clinic operations by:

• Coordinate/schedule orientation/training to clinic office staff/Physicians/Students, as needed
• Assist doctors/staff/students on a daily basis with the functional aspect of the EMR system
• On a monthly basis, add respective student users into the EMR per clinical rotation
• Perform monthly updates to include adding/enabling/disabling students or other users into the EMR
• Assist with troubleshooting functional/technical issues within EMR Serve as the Liaison between CareCloud and Tamarac Clinic
• Monitor monthly student schedules
• Attend required meetings or webinars for training updates

Qualifications/Requirements

• High school diploma and vocational/technical training is required. An Associate's degree is preferred.
• 3-5 years of experience as an Office Manager
• Proficient with Word, Excel, Access, PowerPoint, Publisher, Outlook, SharePoint; familiar with web-based files to make minor changes to content of webpages; able to access various types of data in the Colleague system and through Live Excel; ability to select appropriate technology with which to complete tasks and projects; knowledge of Super Coder website to facilitate billing.
• Excellent oral and written communication skills; ability to communicate effectively with students, staff, faculty, and administrators on a daily basis; uses good judgment and discretion in oral and written communications; communications are free grammatical, mechanical, spelling, and syntactical errors.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.