Why You’ll Love This Job
The responsibility of the Office Manager is to oversee the office’s function including staff, office equipment/software, financials, and patient workflow.
Responsibilities
Primary Responsibilities:
New Employee Hire
Sort through resumes for qualified persons
Set up interviews
Mail/Email applications
Have updated job description ready for review of potential hire
Have interview questions ready
Follow up job offer or decline of interviewee
New employee orientation
Set up HR for Health account
Have new employee folder ready
Review office policies
Review HIPAA policies
Set up Patriot
Set up all accounts needed that new employee will access
Help with training procedures for new employees
Review training processes with new employees, give timeline
Train basics on EHR system and have employee watch necessary training videos
Train on procedures and protocols pertaining to patients
Oversee training of new employee as being trained by other staff members. Follow through with 30 day, 60 day & 90 day review
At 90 day anniversary, update Vickie Medeiros at Western Valley Ins. for eligibility and insurance costs
Update office manual and procedures
Make sure staff understand changes to manual
Get signatures from staff as needed
Maintain Office Policies, Procedures and Staffing
Update/Maintain all job descriptions as needed
Assist in employment changes based on employment evaluations and staff changes
Staff schedules
Administrating PTO
Update office procedures as changes occur
Staff meetings
- Meet with doctors to implement staff/flow changes and work with staff for implementation
- Staff trainings: Topics, ideas, areas of improvements
HIPAA Compliance
Keep updated with HIPAA regulations and update staff
Staff training
Keep HIPAA binder updated with office policies and procedures
Process payroll through Patriot and close out payroll reports in HR for Health
- Send payroll reports to contact person at WWW
Do payroll 401k report and transmit contributions
Process bonus to employees at end of each quarter
Update Patriot with contributions/deductions/pay rate changes/PTO
Help administer 401k account
Give new eligible employees paperwork
Keep updated information for employees file
Have end of year reports ready to report to Hicks: Jerri Jackson
Follow through with requests from Hicks office for issuance of transfers
Credentialing/Re-credentialing of Doctors
Credential new doctors to all insurance panels we are providers for
Re-credential doctors as needed for every insurance (normally every 3 years) typically through CAQH system, Medicare is through PECOS system
Make sure to submit the re-credentialing packet in a timely manner, making sure the requested records have been pre-audited by corresponding doctor
Keep doctors credentialing sheet updated (driver’s license, DEA license, State License, Professional Liability Insurance)
Update and maintain doctors’ licenses, mal-practice insurances, etc. and make sure to update with insurances as needed
Assist TKI with Worker’s Comp. insurance policy, Office Pac Insurance renewal, and end of year payroll audits
Employment Practices policy renewals (as requested by TKI)
Update necessary info in HR for Health in regards to Holiday Pay, PTO tiers, Anniversary renewals
Assist with Health Insurance Renewal
Hand out all health insurance changes as needed
Update employees on coverage and assist staff understanding coverage
Update Patriot software with insurance premiums (as needed throughout the year) so payroll is up to date
Make sure new employees are given necessary information to MVO’s coverage
End of year maintenance
Update fee schedules
Update Revolution system to prep for new year
Box files at end of corporate year
Assist any HR for Health webinars to keep in compliance and up to date changes with HR laws
Update necessary information in Patriot
Run W2 reports for employees and be sure to distribute by appropriate deadline
Work with IT tech for any computer issues
Understand Revolution comprehensively
Work with customer support for any Revolution issues
Attend conference/webinars to help with software changes/updates
Meet with reps as needed for all aspects of the office including lab reps & contact lens reps (as requested by TKI)
Meet with Sales reps in regards to merchant equipment, office equipment, office software, etc. (as requested by TKI)
Attend pertinent webinars/seminars
Stay updated with rebate/program changes with VSP Premier program Oversee and stay up with Vision Source changes as needed
Oversee any patient issues to make sure they are resolved in a timely manner and effective for both office and patient.
Help optical staff with resolutions to back orders, frame damage/loss by labs, patient issues, difficult patients, etc.
Skills & Qualifications
ENVIRONMENT:
Office environment with constant computer and phone use
Constant interruptions
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard and to grasp, move or assemble very small objects.
Seeing to read a variety of materials, small objects, see differences between colors, shades and brightness.
Hold the arm and hand in one position or hold the hand steady while moving arm.
Hearing and speaking to exchange information in person and on the telephone.
Sitting and standing for extended periods of time.
Bending at the waist, kneeling or crouching to file materials.
Lifting boxes of approximately 5 – 15lbs
Type: Full Time (Hourly)