Assistant office manager

SUMMARY:

Oversees front office workflow, supervises, and supports front office staff. Demonstrates time management using time productively to meet deadlines and complete work assignments: Day sheets, month end evaluations, and help with Yearly Performance Evaluations. Ensure all employees are Mission and Driven centered in their decisions. Needs to maintain the ability to adjust to changing environments, implement needed change, and train the change to the front office as needed. Ensures that SDMI Core values are used when handling everyday concerns or issues with patients or staff. Maintains a high level of privacy and security when it comes to the patient information, that you are releasing information to an approved person(s). Must have strong Customer Service skills. Take initiative to develop staff and maintain 2% registration error rate. Remain current with any updates to office policies and procedures. Communicate effectively with their Staff, Office Manager, and Director of Healthcare Services. Develop good rapport with other Leads in the other offices. Schedule and verify patient appointments as needed. Performs all duties of the Front Office Admitting Representative. Prints Medical records upon request. Works along the side of the Office Manager to ensure when they are away or not available that all duties are completed. Also but not limited to: Weekly facility report is turned into the C.O.O., any occurrence reports are turned in the same day as the occurrence for all staff or physicians involved at the facility, and ensures that our Controlled Substance Policy is adhered to daily. May also perform other job related duties for the efficient operation of SDMI.

MINIMUM SKILLS, ABILITY AND REQUIREMENTS:

• Must be a High school graduate or equivalent. Medical and computer experience preferred. Must have strong customer service skills and one (1) year of experience in admissions in a hospital or medical office setting, of which was in a supervisory or lead role.
• Principles and practices of office management and personnel supervision.
• Establishing and implementing departmental standards; applying customer service techniques; resolving problems and complaints.
• Any employee who discovers, is directly involved in or is responding to an event/occurrence/risk is required to complete or direct the completion of an occurrence report within 24 hours of event/occurrence/risk.
• Will perform periodic appraisal of each employee’s job performance, including current competencies which this position supervises.
• My job performance, including current competencies will be reviewed by my supervisor on a periodic basis. If my job performance/ current competencies are not (or continue to not be) at required level this could result in additional training and/or disciplinary action.
• Evaluating staff work in order to determine quality and additional training needs.
• Office theories and principles; medical and insurance terminology; insurance carriers and reimbursements.
• Establish and maintain effective working relationships with all personnel contacted in the course of duties; communicating with a wide variety of people from divers socio-economic and ethnic background under stressful conditions; effective, efficient, and safe us of equipment.
• Perform basic mathematical computations; using computers and related software applications; using standard office equipment such as phones, copies and facsimiles; type 45 words per minutes and 10 key.
• Skill in organizing time to accommodate changes in workload and assignments in order to complete tasks in a timely manner.
• Skill to pay attention to details and accuracy in completing tasks.
• Respond positively to changes in assignments and priorities.
• Work as an effective team member with co-workers and other personnel.
• Able to identify hazardous material in immediate work area.
• Know and follow all SDMI safety and evacuation guidelines, policies & procedures.
• Willingly participates in cross-training activities within the department for own professional growth in order to contribute to the overall function of SDMI.
• Assume responsibility for updating knowledge of current SDMI department policies and procedures, protocol and practices.
• Demonstrate punctuality by reporting to work on time/satisfactory attendance record that complies with SDMI attendance policy.
• Take full responsibility for all functions within job description and assures that all functions are completed before leaving SDMI at the end of the shift.
• Communicate effectively when follow up is needed.
• Other duties as assigned.

All Employees agree to comply with all privacy and security standards as set out by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) as outlined by my employer. I will make every effort to protect our patient’s health information and confidentiality as well as abide by all aspect of Public Law 104-191. I will treat all information received in the course of my employment with SDMI, which relates to the patients of the provider, as confidential and privileged information and will not disclose information regarding SDMI’s patients to any person or entity, other than as necessary to perform my job, and as permitted under SDMI’s HIPAA policies. I will safeguard my computer password and will not post it in a public place, such as the computer monitor or a place where it will be easily lost, such as on my nametag. (initials _____)

THE ESSENTIAL ELEMENTS OF THE POSITION REFLECT THE MAJOR DUTIES CONSIDERED NECESSARY TO DESCRIBE PRINCIPAL FUNCTIONS OF THE POSTION AND SHALL NOT BE CONSTRUED AS A DETAILED DESCRIPTION OF ALL OF THE WORK REQUIREMENTS THAT MAY BE INHERET IN THE POSITION.