Assistant Office Manager

The Assistant Office Manager is responsible for:  

• Planning, organizing, and coordinating daily operations to ensure quality patient care and be the liaison between the Physician and staff.  

• Scheduling hospital and ambulatory admissions, coordinating required testing prior to admission and ensuring all information and consents are on site for patient’s admission/procedure.  

• Supporting a patient-centric urgent care experience from welcome to departure of the facility.  

• Fostering an inviting and hospitable environment where the patient feels appreciated and well-cared for.  

Duties and Responsibilities  

The primary duties and responsibilities of an Assistant Office Manager are:  

• Managing the performance of the front desk operation; understanding at all times of how many patients have visited the site, whether there are any delays in the registration process, and what follow-up needs to be conducted after a patient is discharged.  

• Provides leadership and support in day to day operations within the clinical setting, serving as a role model and consultant for staff.    

• Ensures policies and procedures are properly communicated and adhered to.  Ensures staff members are competent in emergency protocol and procedures.  

• Completes and populates staff monthly schedules. Manage staff PTO requests. Identifies staffing needs in advance, assists in utilizing resources effectively.   

• Building strong positive communication with physicians and works as a team to enhance the success of the practice.  

• Ensuring staff maintains professionalism at all times. Coaching, managing, and developing the staff.  

• Scheduling patient appointments, scheduling hospital and ambulatory admissions/procedures. Ensure appropriate action was taken in a timely manner.  

• Schedules future appointments, tests, and completes referrals as ordered by the physician.  

• Prepares charts for new patients assuring all required forms are placed appropriately in the chart.  Converts from temporary to permanent record before close of the day.  

• Requests medical records and performs chart preparation to provide physician with all information needed for visit prior to the actual exam, evaluation, procedure, or treatment.  Prints minimal medical records information needed from electronic record if chart is not available.  

• Monitors supply inventory, completes and directs requisitions for supplies, forms, equipment or services.  

• Performs various clerical duties including faxing, photocopying, filing and mailings.  

• Obtains, verifies and updates patient information; maintains confidentiality according to policies.  

• Monitors departmental compliance with all applicable standards (OSHA, HIPAA): reports compliance concerns; Ensures utilization of resources for resolution of issues.   

Qualifications  

A candidate’s qualifications will include:  

• 1-3 years of management experience required.  

• High School Graduate or GED required.  Associate Degree preferred.  

• Happy and positive thinking, able to project this attitude around others.  

• Must exhibit passion for outstanding results and compassion for those we work with and serve.  

• Great leadership qualities a must.  

• Good computer skills (knowledge of PC, Microsoft Office programs).  

• Ability to communicate in English, both orally and in writing.  

• Ability to use problem solving, critical thinking and priority setting skills.  

• Must have excellent interpersonal and customer service skills.  

• Must have accurate computer data entry skills.  

• Must have the ability to organize and perform multiple tasks in a timely manner.   

• Knowledge of medical office and terminology preferred.  

• Experience with EHR, Practice Management System and Departmental/Ancillary Systems preferred.