Clinic Office Manager - Hays Family Medicine (Full-time; Days)

Position Title Clinic Office Manager - Hays Family Medicine (Full-time; days)Hays Med Family Medicine COVID-19 and flu vaccines are required for all health system employees. Learn more. Position Summary / Career Interest:Performs a variety of administrative and managerial functions. Oversees clinic to ensure compliance with regulatory and government agencies. Serves as a key member of management team under the direction of Director. Responsibilities: Hays Oncology:

• Strong decision maker who understands the importance of compassion and patience with the staff, physicians, and patients
• Oversees front office to ensure compliance and all standards are met for Radiation Oncology & Medical Oncology
• Providing support to staff with making decisions that affect patient care.
• Prepares physician monthly call schedule, weekly staff schedule.
• Leads daily huddles for Medical Oncology Staff.
• Monitors, tracks, communicates Press Ganey scores to staff and physicians
• Schedules meetings including reserving meeting room and inviting attendees; Maintains calendar and schedules appointments; Performs variety of duties related to special projects to ensure implementation and follow-through.
• Coordinates scheduling and agenda preparation of meetings (Radiation Safety Committee); Serves as note taker and prepares and distributes minutes; Replaces and inserts revisions to Radiation Safety Program Manual, and department copies of hospital-wide manuals;
• Supervises and coordinates activities of the Cancer Support Programs to assist patients and their families with personal, social or environmental needs such as providing new patient orientation, information pamphlets, referrals to other programs, wigs, and other supportive services.
• Facilitates programs (Communicates, schedules events, reserves rooms, assists with set-up, etc.)
• Assists in managing policies and work instructions for compliance with regulatory standards and to improve the overall operation of the facility.
• Responsible for processes including interviewing and orientating staff, ongoing performance management and scheduling and required documentation.
• Oversees the collection of patient identification and demographics, HIPAA forms, insurance information, collects co-pay, and documents indicated signs and symptoms, and consent for treatment.
• Oversees and assists with scheduling appointments, tests and procedures; sends patient communication regarding appointments/tests/procedures; completes and maintains registration process; maintains current knowledge of ICD-10 and CPT codes; maintains fax queue; prepares, maintains and files/scans records.
• Assists patients/customers with billing problems or questions.
• Paticipants in MCA activities.

Hays Ortho/HaysMed Clinics:

• Provides positive leadership by an environment of teamwork, open communication and customer service.
• Assists in developing financial budget to achieve corporate strategies and financial targets, manages areas of responsibility to optimize revenue and reduce costs.
• Assists in managing policies and work instructions for compliance with regulatory standards and to improve the overall operation of the facility.
• Responsible for human resources processes including interviewing and orientating staff, ongoing performance management and timekeeping/scheduling and required documentation.
• Oversees the collection of patient identification and demographics, HIPAA forms, insurance information, collects co-pay, and documents indicated signs and symptoms, and consent for treatment.
• Oversees and assists with scheduling appointments, tests and procedures; sends patient communication regarding appointments/tests/procedures; completes and maintains registration process; maintains current knowledge of ICD-9 and CPT codes; maintains fax queue; prepares, maintains and files/scans records.
• Oversees and assists with the completeness of charge ticket; forwards charge tickets to Central Billing Office, assists patients/customers with billing problems or questions.

Knee Hip Replacement Essential Functions:

• Works with the Knee Hip Replacement Center Medical Director, HOC Director and Office Manager and Knee Hip Replacement Committee in the preparation of hospital/departmental operations for activities of the Knee Hip Replacement Center.
• Recommends changes in policies/procedures of departments/areas of responsibility to assure continued quality of care and adherence to standards of care for Knee Hip Replacement patients. Helps review’s the programs policies and procedures as necessary.
• Attends regularly scheduled meetings of the Knee Hip Replacement Committee and coordinates meeting times, agendas and minutes for the Knee Hip Replacement Committee and the Bone, Joint and Spine Meetings.
• Helps identify, In conjunction with Knee Hip Replacement Committee members, to analyze, development, and make recommendations with the operating policies, systems, programs and standards.
• Provides for effective problem resolution/process improvement within established guidelines.
• Provides effective communication with other members of hospital administration, department heads, staff, medical staff and the
• Participates in periodic discussions with medical staff regarding research and new trends in identification and care of the Knee Hip Replacement patient.
• Assists in collaboration with the Knee Hip Replacement Committee, to process improvement activities including data collection and review of Knee Hip Replacement data to improve care of the Knee Hip Replacement patient.

Hays CHI:

• Serves as the primary contact for the Wellness Scholarship program; ensures all necessary documents are received from applicants and applications are completed; establishes amount of scholarship and notifies recipient; reviews status and eligibility on a regular basis; and maintains scholarship cap.
• Develops financial budgeting plans to achieve corporate strategies and financial targets; manages areas of responsibility within identified financial guidelines/benchmarks; reduces negative variances; manages services to reduce costs while optimizing revenue; analyzes and selects the best options through the quality value analysis process to reduce costs; participates in data collection and the preparation of reports as appropriate.
• Supervises all financial functions regarding membership billing including but not limited to: daily deposits; billing and cash accounts; reconciles bank and general ledger accounts; reviews and maintains membership account status; reconciles, provides and maintains financial data of billing; completes and maintains EFT and credit card functions; and prepares monthly corporate membership billing.
• Maintains and reports statistical information regarding financial, membership and budgetary data, and a balance scorecard to establish benchmarks for performance for organizational operations that are utilized to guide facility operations. (Performance is measured by verification of accurate reporting
• Achieves maximum inventory turnover with a profit margin and minimum of budgeted average markup; oversees purchasing functions; approves purchase orders; verifies delivery and receiving of products; ensures proper pricing; and responsible for monitoring and managing juice bar and pro shop inventories; reviews inventory and sales report periodically; assists in developing juice bar and pro shop sales promotion programs to meet/exceed expected sales; maintains proper accounting for monthly inventory; and performs walk-through of the pro shop and juice bar.
• Assists in coordinating and managing sales efforts and engages all staff in the process; converting calls into scheduled appointments, conducting effective sales presentations/tours, accountability for closing sales and effective follow-up on all interactions with prospects; and works with management team to promote and administer effective membership growth and retention programs both internally and externally.
• Ensures the return of all equipment to proper storage area; ensures all equipment is in proper working order; removes any non-functioning equipment and reports appropriately; inventories and orders supplies; and maintains proper operations.
• Assists in the development, marketing, delivery and evaluation of all programs associated with The Center, in accordance with long term goals for The Center.
• Ensures the development, planning and maintenance of necessary documentation is completed to assure that risk management and safety are addressed through out the play center; and responsible for conducting fire and tornado drills to ensure children’s safety.
• Provides positive leadership by an environment of teamwork, open communication and customer service.
• Responsible for human resources processes including interviewing and orientating staff, ongoing performance management and timekeeping/scheduling and required documentation.
• Assists in managing policies and work instructions for compliance with regulatory standards and to improve the overall operation of the facility.

Hays Admin:

• Provides positive leadership by an environment of teamwork, open communication and customer service.
• Responsible for human resources processes including interviewing and orientating staff, ongoing performance management and timekeeping/scheduling and required documentation.
• Assists in developing financial budget to achieve corporate strategies and financial targets, manages areas of responsibility to optimize revenue and reduce costs.
• Assists in managing policies and work instructions for compliance with regulatory standards and to improve the overall operation of the facility.

Medical Support Operations Manager

• Independently provides general systems consulting, systems analysis, and overall leadership related to the acquisition and use of computing systems in assigned areas.
• Applies in-depth knowledge of applications to ensure effective and optimal use of current applications, incorporation of refinements in applications based on organization changes or process improvements, and collaboration with senior analysts to identify and select new system solutions.
• Manages all phases of large and small projects. Accountable for the success of projects, repairs, process improvements, and overall benefits realization.
• Functions as a key point of user contact and customer service for Information Services and is accountable for user satisfaction. Develops departmental policies and procedures, and educates individuals in and outside the IS department as it relates to information systems and services.
• Works with senior management to develop long-range plans and organizational policies.
• Selects, trains/orients, and supervises departmental personnel. Responsible for work assignments and daily operations.
• Evaluates performance and recommends promotions and disciplinary actions.
• Assists in the preparation of clinic budgets and allocations of funds.
• Collects and analyzes data for monthly and annual reports. Prepares analytical reports and makes recommendations to management.
• Ensures compliance with regulations and standards of performance for quality care. Ensures that the organization’s goals, philosophies, and objectives are optimally supported by information technology.
• Ensures that patients are treated in a prompt and courteous manner by staff. Informs patients of appointment delays and provides and provides appropriate patient referral information.
• Ensures that communications staffs handle calls appropriately. Maintains a system for emergency assistance.
• Ensures that medical records are complete, accurate, secure and readily available. Ensures timely and accurate filing of medical documents in patient charts.
• Ensures that medical dictation transcription is handled quickly and accurately.
• Participates actively in clinic patient complaint procedures to resolve operational problems.
• Attends required meetings and participates in committees as requested.
• Participates in professional development efforts to keep current on health care trends and practices.

JOB REQUIREMENTS: Required:

• Associate degree
• Ability to manage and direct associates.

Preferred:

• Bachelors Degree
• Minimum of five years management experience in a medical practice environment preferred

HIPAA: This position will have access to the following Protected Health Information in order to carry out the duties related to their position at Hays Medical Center based on the following criteria: Primary - required (routine) to do the job;
Secondary - required for the job, but mostly be exception; and
None - no approved access
Description of Information Level Secondary:

• Patient Demographic Information (information used to identify a person): Name, Date of Birth, Address, Race, Marital Status, Religion
• Financial Information/Insurance (information related to insurance, billing and payment): Billing Information, Payer Name, Payer ID, Account Balances, Plan Elements Covered, Payment Information, Payment Rates
• Clinical Information (information that describes a patient's health status): Diagnosis, Reports/Medical Notes, Test Results, Problem List, Procedures, History and Physical
• Coding Information (clinical information that is in (alpha) numeric format): ICD-9 Codes, Rev Codes, CPT Codes

Infection Control:
Initial and Ongoing training in dealing with infection control. Trainings could include but are not limited to, blood borne pathogens, bodily fluids and bio hazardous materials as it applies to your daily work environment. Time Type:Full time Job Requisition ID:R-12410 We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information. Need help finding the right job? We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.