Office Manager

• SUMMARY: Oversees all administrative operations in the Elliott Physical Therapy Dorchester clinic. Leads a team of Patient Care Coordinators (PCCs) and collaborates with the Clinical Manager to produce an outstanding patient experience and productive clinic.

DUTIES AND RESPONSIBILITIES:

● Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, electronic health record management, supplies, staffing

● Orders and maintains office supplies and inventory

● Analyzes and maximizes office productivity by establishing, modifying, implementing and monitoring systems and procedures to enhance timely and efficient workflow

● Prepares reports and correspondence as needed

● Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing

● Leads a team of PCCs to reach clinic goals and expectations

● Works with PCCs to assure clinic collection goals are met on a weekly basis

● Manages clinic deposit log. Ensures logs are balanced on a daily basis

● Works with the Authorization & Verification team to ensure all patients are authorized and verified for visits

● Works with Clinical Manager to ensure the collaboration and teamwork of all staff to run a successful clinic

● Attends weekly OM/CM meetings to identify issues and create action steps to resolve problems

● Collaborates with the billing office to coordinate monthly patient statements

● Attends monthly Office Manager meetings

● Attends weekly meetings with the Administrative Director

● Hires, trains, supervises, motivates, and develops administrative staff; manage schedules and workflow

● Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.

● Develops systems to improve front desk workflow to meet company standards

● Represents Elliott Physical Therapy within our community and understands the importance of community involvement

● Shares clinic cleanliness duties with the Clinic Manager and appropriately delegates to staff

● Performs other related duties as assigned by management

● A minimum of 40 hours per week is required to physically be in the clinic

SUPERVISORY RESPONSIBILITIES:

● Directly supervises PCC staff within one clinic.

● Holds quarterly and annual reviews with staff.

● Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

● Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

● Commitment to excellence and high standards

● Excellent written and oral communication skills

● Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.

● Ability to work independently and as a member of various teams and committees.

● Ability to deal effectively with a diversity of individuals at all organizational levels.

● Demonstrated ability to plan and organize projects with acute attention to detail.

● Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

● Work in a team environment and provide productive feedback.

● Proficient in Google Suite.

● Proven leadership and customer service skills.

● Proven ability to handle multiple projects and meet deadlines.

● Good judgment with the ability to make timely and sound decisions.

COMPETENCIES:

● Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

● Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification;Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

● Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

● Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results

● Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

● Managing People - Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.