Office Manager

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School diploma or equivalent.

EXPERIENCE:

1. Three (3) years current management experience in a physician specialty practice setting, where management of individuals, systems, billing, complex surgical coding, complex office based ancillary procedure and or testing with coding, scheduling, insurance issues, utilizing computer billing systems and other electronic processes was clearly evident.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Business Administration and/or accounting.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an exhaustive list of all responsibilities and duties. Other duties may be assigned.

1. Provides positive leadership and builds an atmosphere of teamwork, cooperation and high professional standards at all times.

2. Assures hospital policies are implemented and followed.

3. With the support of the infection control/safety staffing, Ensures effective infection control and safety programs are maintained.

4. Manages technical and clinical work systems to ensure quality patient care.

5. Resolves patient and interdepartmental complaints and misunderstandings in a timely manner. Consistently investigates and takes corrective action necessary to resolve problems and complaints regarding department procedures.

6. Assures quality patient care is provided consistent with hospital policies and Joint Commission requirements.

7. Evaluate and recommend solutions in resolving accounting discrepancies in the business office.

8. Responsible for maintaining and managing a registration system that coordinates patient arrival, complete registration, third party and patient credit reviews, consents for treatments, and counseling patients about their payment responsibilities.

9. Reviews remittance advises and determines significant problems causing rejections and delays in payment or third party noncompliance with contracts and fee schedules. Develops actions to correct problems.

10. Demonstrates a thorough knowledge of the job descriptions and key requirements for each position in all areas, instructs others in the performance duties, holds associates accountable at all times for the responsibilities within their positions.

11. Oversees and manages accurate and efficient precertification/authorization process.

12. Implements and supervises an effective billing, coding, and collection program consistent with hospital policies in regard to compliance and sound business procedures for physicians and or extenders.

13. Prepares and maintains operating and capital budgets in conjunction with the practice administrator.

14. Works with Practice administrator to develop goals and objectives.

15. Manages accounts receivable processes to assure days in A/R are maintained at appropriate level and researches to see if there are discrepancies and why.

16. Responsible for implementing compliance to CMS regulations, Medicaid and other governmental agencies for reimbursement.

17. Works with compliance for appropriate OIG regulations.

18. In cooperation with contracting agency (HPN) helps to assure physician and non-physician credentialing and re-credentialing is maintained.

19. Implements effective scheduling and staffing programs.

20. Hires, evaluates, disciplines and terminates personnel.

21. Maintains an effective communication program and encourages staff involvement in decision-making and problem solving.

22. Completes all performance evaluations in timely manner and counsels/coaches associates as appropriate.

23. Assures that staff are adequately trained and oriented.

24. Completes Kronos for assigned associates.

25. Maintains vacation schedule, sick time etc. for associates and tracks all occurrences disciplining and counseling as appropriate.

26. Responsible for managing all clerical and clinical staffing.

27. Maintain and create nursing policies and procedures as well as business office policies and procedures.

28. Participates with safety manager to assure appropriate disaster preparedness program and safety program.

29. Maintains high productivity of staff.

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.Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping, and feeling are necessary body movements utilized in performing duties throughout the work shift.

2. Must be able to perform heavy work: exerting in excess of 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and /or up to 20 pounds of force constantly to move objects.

3. Must have excellent hearing ability.

4. Must be able to read and write legibly in English.

5. Visual acuity must be within normal range.

6. Must have reading and comprehension ability.

7. Must have the ability to move freely through the facility to perform daily and special tasks.

8. Must have manual dexterity to operate keyboards, fax machines, telephones, copiers and other business equipment.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must have the ability to perform concentrated and complex mental activity with frequent involvement in complex and highly technical and stressful situations with frequent interruptions

2. Exposure to cleaning agents and disinfections

3. Exposure to toxic gas, fumes, and odors

4. Exposure to high stress and constant interruptions

5. Multi-tasking abilities essential with good sound decision capabilities

6. Exposure to electrical current

7. Must have ability to maintain concentration in and around noise from office machinery such as copiers, printers, scanners, telephones, etc.

SKILLS AND ABILITIES:

1. Must have the ability to work successfully under highly stressful conditions and must be capable of adapting to varying workloads and work assignments on a constant basis

2. Must have the ability to make sound, independent judgments and decisions.

3. Must have the ability to comprehend and perform oral and written instructions and procedures

4. Must have effective reading and comprehension skills

5.Must have strong communication skills, written and verbal

6. Must have the ability to respond to emergency situations in a clam, professional manner

7. Must be able to prioritize tasks.

8. Excellent public relations ability.

9. Strong Organization skills. Ability to run efficient, effective clinical as well as business processes.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.