Office Manager

GENESIS HEALTHCARE SYSTEM
 

In order to fill our Mission of serving our community by helping each person achieve optimal health and well-being by providing compassionate, exceptional, and affordable healthcare services, all employees of Genesis HealthCare System must be committed to living the Genesis Mission and Genesis values of Compassion, Excellence, Integrity, Team, and Innovation. All employees must regard themselves as an ‘owner’ of Genesis and keep our patients at the center of everything we do - always. 

Position Details:

Work Shift:

Day Shift (United States of America)

Scheduled Weekly Hours:

40

Department:

Infectious Disease Clinic

Overview of Position:

The Office Manager is accountable to the Practice Operations Council (POC) and has full responsibility, authority and accountability for the performance of the assigned practice. Responsibilities include physician relations, communications, management of office staff, practice revenue cycle management, site-specific action plans (SSAPs), operations, education and training, supply inventory, etc. Along with this authority comes the responsibility for the bottom line performance of the assigned practice.

ESSENTIAL DUTIES
1.    Responsible for daily management of the assigned physician practice.  
2.    Provides management, guidance and training to staff in daily practice operations.  Performs duties of subordinate staff, if trained, and when necessary to maintain practice operations.  
3.    Motivates staff and organizes day-to-day activity of the practice. Ensures scheduling of staff to promote provider productivity as well as to promote high clinical quality, high service quality, operational and financial viability, and to ensure appropriate patient access.
4.    Purchases supplies and insures proper value for funds expended.  Evaluates invoices for accuracy, codes and submits invoices to the account office on a timely basis.  
5.    Ensures accuracy of payroll submission.  Ensures overtime and/or temporary personnel are within budget.  
6.    Reviews daily and monthly financial performance. Identifies opportunities for improvement and works with POC and service line to develop appropriate action plans as needed. Ensures compliance to fiscal standards with focus on volume, payer mix, fees, customer service initiatives, productivity, coding and documentation, non-provider labor, building occupancy expenses, and clinical supply costs.  
7.    Ensures compliance with regulatory guidelines, accreditation requirements and system policies/procedures for activities within practice.    
8.    Ensures office staff is trained and held accountable to provide high quality care in a caring manner, as well as for all other tasks within hospital outpatient department.
9.    Manages non-provider staff within the office and performs the following duties:  interviews applicants and trains new hires into the department, provides regular performance feedback, conducts annual performance evaluations (with input from POC); coaches and counsels employees regarding performance or behavioral issues and works through the corrective action and termination process with assistance from the regional administrator.
10.    Ensures that staff members maintain current licenses and certifications as required for their respective positions, and coordinates annual competency evaluation.
11.    Provides input for provider performance evaluations.
12.    Facilitates regular standup or other meetings as needed.  Communicates appropriate updates and information to staff in a timely manner.

QUALIFICATIONS
1.    Bachelor’s degree in health-related field, or two (2) years prior management experience, ideally in a physician practice.  
2.    Ability to analyze financial data and operational performance data and incorporate results of analysis into practice operations.
3.    Excellent written and oral communication skills.
4.    Sound math skills to perform basic operations including multiplication, division, and calculating ratios and or proportions.  
5.    Excellent computer operations skills and sound working knowledge of basic office software products for word processing, graphic presentations, spreadsheet production and/or database operations.    
6.    Demonstrated initiative/motivation, critical thinking, problem solving, interpersonal and customer service skills

PATIENT CENTERED CARE & BEHAVIORAL EXPECTATIONS
1.    Living the Genesis Mission, Vision and Values: 
• Performs work in a manner that is quality focused.
• Treats patients, co-workers, visitors and volunteers with courtesy, compassion, empathy and respect.
• Results oriented and focused on achievement of objectives.
• Acknowledges and responds to the diversity of people and the situation.
• Encourages peers (others) to be owners of change.
• Always makes the effort to anticipate and exceed customer needs and expectations.
• Possesses the ability to engage others with patience and understanding.
• Acts in a manner that creates positive first and lasting impressions.
• Demonstrates the ability to own issues until they are resolved.
2.    Patient Centered Care  (patients/families, physicians, co-workers, all other internal/external customers)
• Introduces self and role…connects with everyone.
• Communicates effectively (i.e. advising others of actions, pertinent information, time durations, etc.) and asks for feedback.
• Asks for and anticipates needs and concerns of others.
• Maintains a positive work environment for staff and a healing environment for patients (i.e. safe, clean, quiet, etc.)
• Maintains the dignity and privacy of each person; manages confidential/sensitive information appropriately.
• Responds to requests in an appropriate and timely manner.
• Exits patient/customer encounters courteously, asking if there are additional needs that can be addressed.
3.    Promotes Patient and Employee Safety 
• Demonstrates safe Patient Handling (i.e. transfers, transport, care administration, nutrition, medication, etc.) 
• Demonstrates safe Materials Handling (i.e. appropriate use and disposal of chemicals, infectious wastes, etc.)
• Demonstrates appropriate knowledge of Infectious Disease precautions and use of proper protective equipment
• Demonstrates Slips/Trips and Falls Awareness.
• Actively contributes to maintaining a safe, clean and quiet environment.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1.    Works primarily in a physician office setting.  May travel to other offices as needed.
2.    Ability to work with detail and accuracy for prolonged periods. 
3.    May come in contact with human blood or other potentially infectious materials.  Must exercise universal precautions and personal protective equipment.  Must be familiar with infection control procedures.
4.    Ability to utilize standard office equipment.
5.    Ability to do some light lifting, stooping, and bending.
 

Thank you for your interest in employment at Genesis. Genesis is committed to being an equal opportunity employer. Selection of applicants for employment is based only on qualifications and the requirements of a specific job.