Operations Manager

General Summary: The Operations Manager provides essential administrative and clerical support to physicians, advanced practice providers (APPs), the administrator, and staff. This role encompasses a wide range of responsibilities to ensure efficient day-to-day operations and support the practice’s overall mission.

Department: Administration.

Immediate Supervisor: Practice Administrator.

Supervisory Oversight: Billing Supervisor, Front Desk Supervisor, Surgery Schedulers and Remote Coders.

Essential Job Responsibilities:

• Oversees daily office operations and delegates authority to assigned supervisors.
• Assists supervisors in developing and implementing short and long-term work plans and objectives for clerical functions.
• Assists supervisors in understanding/implementing clinic policies and procedures.
• Develops guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary. Ensures that office is staffed appropriately.
• Establishes and maintains an efficient and responsive patient flow system.
• Oversees and approves office supply inventory, ensures that mail is opened and processed, and offices are opened and closed according to procedures.
• Supports and upholds established policies, procedures, objectives, quality improvement, safety, environmental and infection control, and codes and requirements of accreditation and regulatory agencies.
• Coordinates and schedules maintenance and cleaning activities to ensure facilities are clean, safe, sanitary, and conducive to the delivery of quality patient care.
• Oversees performance and maintains records of cyclical maintenance projects.
• Oversees building security and safety. Assists with development and implementation of disaster plan. Assists with training staff in use of fire extinguishers and evacuation procedures.
• Conduct Monthly Staff meetings in collaboration with Clinical, Billing and Front Desk Supervisors.
• Proactively makes recommendations for process improvement.
• Develops and oversees business systems and works with information technology to ensure timely troubleshooting of IT issues.

Human Resources:

• Process employee timecards, including tracking vacation and sick leave in the system.
• Enter all new hires into UKG and complete I-9 verifications.
• Prepare new employee files, including setting up logins and email accounts.
• Respond to payroll-related questions to the best of their ability.
• Assists in recruiting, hiring, onboarding and disciplinary actions.
• Update and maintain employee records, including employment status changes.
• Collaborate with the administrator to resolve complex employee relations issues.
• Evaluate staff performance by monitoring individual work, and gathering feedback from patients, physicians and colleagues.
• Resolve conflicts in collaboration with Administrator.
• Delegates to Clinical, Billing and Front Desk Supervisor as needed.

Performance Requirements:

• Knowledge of medical practices, terminology, and reimbursement policies and procedures. Must be a certified coder.
• Strong skills required in the following areas:
  • Quality Customer service.
  • Leadership.
  • Planning, organizing, delegating, and supervising.
  • Problem solving.
  • Verbal and written communication.
  • Relationship and Team Building.