The Office Manager is responsible for the management of practice location, including staff supervision, and meeting/exceeding organizational goals and objectives relating to operating budget and revenue cycle.

---

The Office Manager is responsible for the management of practice location, including staff supervision, and meeting/exceeding organizational goals and objectives relating to operating budget and revenue cycle.

---

KNOWLEDGE AND SKILLS:

Please describe any specialized knowledge or skills, which are REQUIRED to perform the position duties. Do not personalize the job description, credentials, or knowledge and skills based on the current associate. List any special education required for this position.

EDUCATION: Minimum: H.S. Diploma

Desired: Associate’s Degree or equivalent experience.

YEARS OF EXPERIENCE: 2-4 years in medical office management or hospital department preferred.

REQUIRED SKILLS AND KNOWLEDGE: Personnel management preferred. Experience in business office operations, finance required. Insurance/billing experience preferred.

LICENSES & CERTIFICATIONS:

Must have a valid driver’s license for local travel between work locations.

---

1. Operations/Collaboration with Clinical Managers:

a. Payroll – Accurately report time to be paid for employees via Report Express. Troubleshoot errors and correct with payroll in a timely manner.

b. Staffing – Analyze staffing levels and schedule employees to maximize efficiency and productivity. Review staffing levels based on established company standards. Arrange coverage for vacations, maintaining records of time off (scheduled and unscheduled), etc.

c. Motivation – Coach employees to meet established work goals or quantitative/qualitative standards.

d. Work Environment – Maintain a motivational, positive, and supportive working environment for staff.

e. Communications – Coordinate and disseminate company information, directives, policies and procedures, and other appropriate information to managed sites.

f. Monitor and enforce compliance of Joint Commission and hospital standards.

2. Responsible for overall revenue cycle management:

a. Ensure compliance of all registration/demographic functions as outlined in departmental policies and TCH Administration.

b. Appointment scheduling and schedule management.

c. Follow established Medicare guidelines for recertification requirements.

d. Charge entry functions and processes; ensure charge entry for each day is completed the same business day or by the next business morning (Monday – Friday). Ensure charge entry/Rev Usage report is verified daily.

e. Edit management and remediation of affected areas.

f. Minimize revenue cycle denials and non-reimbursable charges due to controllable front end issues, to include but not limited to registration issues, non-covered services, insurance effective/termination dates, non-participating providers, pre-authorization issues and waivers.

g. Work with PFS to improve revenue cycle management and net collections through established work-flow processes.

h. Manage PFS site documentation requests.

i. Management of workques as indicated by TCH performance objectives.

j. Management of co-pay collections as indicated by TCH performance objectives.

k. Monitor Rev Tracker report daily.

3. Banking and Cash Safeguarding:

a. Deposits are made daily by the manager or by manager’s delegate.

b. Each site is to have a safe for security of deposits and daily money is to be kept in a locked drawer. Petty cash is to be counted and documented daily by manager or manager’s delegate.

c. Deposit slips are to be date stamped by the bank and faxed to Finance the next business day.

d. Deposit slips are to be attached to the Daily Deposit Summary and filed in chronological order.

e. All losses of cash by burglary, theft, embezzlement or any mysterious disappearance of funds must be reported immediately to the appropriate personnel.

f. All staff dealing with cash must be trained appropriately and held accountable to all policies and procedures regarding cash handling.

4. Monitor and evaluate overall financial performance of sites, including but not limited to:

a. Productivity analysis.

b. Monthly variance report analysis.

c. Physician referrals analysis.

d. Budget preparation.

5. Communicate goals and objectives, and other defined performance objectives with employees:

a. Conduct monthly (or more frequent) meetings with Clinical Manager to review site performance and objectives.

b. Conduct monthly site staff meetings in collaboration with Clinical Manager.

c. Communicate and ensure compliance of new policies.

d. Monitor and evaluate compliance to TCH PT/OT performance standards as defined by Administration.

e. Ensure that new employees are properly oriented and are aware of the performance expectations of their position.

6. Work with Human Resources to proactively manage, implement and ensure compliance with policies and procedures, including but not limited to:

a. Supervision – Oversee department employees, including scheduling, training, office orientation, consistent enforcement of policies and procedures. Plan, delegate, and organize work assignments/special projects with staff.

b. Hiring – Interview candidates for openings and make hiring decisions.

c. Performance Management – Monitor and evaluate compliance to TCH PT/OT performance standards as defined by Administration. Proactively address performance concerns, document in a timely and accurate manner. Consult with Regional Manager, Director PT/OT and Human Resources, as appropriate, to address performance issues. Conduct annual performance appraisals.

d. Orientation – Ensure that new employees are properly oriented and are aware of the performance expectations of their position.

e. Compensation.

f. Employee Relations –Recognize employees for outstanding performance. Resolve employee issues with assistance as needed from Regional Manager, Director PT/OT and/or Human Resources.

g. Employee turnover/retention - Through effective management, maximize retention and minimize voluntary office turnover.

h. Employee grievances, requests for conflict resolution.