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Job Details

Requisition Number 18-0133
Title Office Manager B - UVA OBGYN
Location UVA Specialty Clinic - Culpeper
City Culpeper
State VA
Hours per week Full time
Description POSITION TITLE: Office Manager “A” and “B” Practice
DEPARTMENT: Regional Primary Care, UPG
REPORTS TO: Manager, Regional Primary Care
LEVEL/FLSA: Manager, Exempt

GENERAL SUMMARY: The Office Manager will be responsible for the overall supervision and administration of the primary care physician office; its staff, and operation. Including physician throughput, financial management, and facility maintenance.

Essential functions of the job:
Personnel Related Responsibilities
 General supervision of staff.
 Covers front office staff when needed.
 Time sheet processing and payroll report reconciliation for entire office staff.
 Produces monthly work schedule for employees accommodating physicians work schedule and considering all employee leave requests.
 Employee hiring, performance management, change of status, compensation, and terminations.
 Personnel record maintenance.
 Handles physician and employee requests and complaints.
 Provides information to HR for Physician and Staff Licensure.
 Schedules and conducts regular staff meetings to keep office personnel apprised of activities and decisions.
 Strives to maintain high office morale.
Manage ongoing compliance issues through communication, training and monitoring policies
 Satellite office employee mandatory competencies (fire, safety, blood borne pathogens, skills checklist).
Clinical and special procedures including lab., drugs, radiology procedures
 Ensures qualitative compliance with regulations that apply to that offices’ scope of work. This could include CA’s taken; logs completed.
Revenue Cycle: revenue, Accounts Receivable
 Charge entry and work file resolution.
 Responds to Department Requests for additional information needs.
 Works with Physicians and NPs to maximize patient throughput.
Budget/Cost containment/Financial Management
 Participates in preparation of annual budget.
 Petty Cash and Change Fund management and reconciliation monthly.
 Ensures timely bank deposits.
 Monitors budget variance reports and acts to eliminate or reduce variances.
Operations duties for satellite practice
 Maintenance of appointment schedule templates updates and revises based on clinic needs.
 Enters and maintains physician schedule monthly to accommodate patient demand for appointments.
 Communicates with various UPG departments regarding employees, physicians, and patients.
 Coordinates ongoing office maintenance interior and exterior.
 Office improvements and renovations.
 Coordinates maintenance and staff training of office equipment.
 Handles patient requests and complaints.
 Manages satellite office policies and procedures.
 Implements changes as requested by management.
 Maintains UVA, UPG manuals regarding policies and procedures.
 Schedules and conducts regular staff meetings regarding operations issues.
 Maintains record retention for patient records and accounting records according to guidelines.
 Liaison between office and institutional resources.
 Assists with patient care functions at the direction of the physician or supervisor.
 Attends meetings as required.
 Other duties as requested by management.
Non-essential functions of the job:
 Processes vendor invoices for Accounts Payable process and process check requests.

UPG is an Equal Opportunity Employer

Requirements REQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities):
 High School Diploma or GED.
 Office Mgr “A”- 3-5 years related experience in health care industry, or 1-2 years supervisory experience.
 Office Mgr “A” supervisory experience preferred.
 Office Mgr “B or C” – 5-7 years related experience in health care industry, or 2-3 years supervisory experience.
 Office Mgr “B or C” supervisory experience required.
 Working knowledge CPT and ICD-10 coding.
 In-depth knowledge of third-party payer reimbursement policies and procedures.
Knowledge and skills:
 Basic knowledge of and experience utilizing a personal computer.
 Basic word processing skills required.
 Proficiency with Excel a plus.
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