RN Office Operations Manager

Associates For Womens Medicine PLLC • N Syracuse, NY, US • 8h ago

About Associates for Women’s Medicine

Associates for Women's Medicine consists of Board-Certified Obstetrician / Gynecologists, as well as licensed midwives and other professional staff with expertise in a vast array of women's health areas. Associates for Women's Medicine continually strives for excellence in both patient customer service and patient satisfaction, making every effort to provide a comfortable and caring environment for all our patients.

Position Summary

The RN Office Operation Manager is responsible for performing the daily management of duties for the different office locations as well as clerical support to maintain control and function of the medical practice. This role provides administrative support graciously and efficiently, assists staff as needed, and provides coverage for the front office functions in order to provide dual support to move the patients in and out of the practice in a timely fashion. The RN Office Operation Manager is responsible for effectively managing an increasing volume of patients while providing quality patient care in a customer friendly environment. This position works closely with Clinical Nurse Midwives, Nurse Practitioners, Physicians, and other members of the healthcare team. This role is also responsible for monitoring the practice’s compliance with various regulatory agencies including compliance with FSLA, EEO, ADA, OSHA, HIPAA, etc.

Responsibilities

Supervises and coordinates the activities of the practice personnel.
Conducts rounds regularly and introduces self to patients and staff.
Ensures the delivery of efficient, high quality patient care in the office setting.
Ensures that patients are treated in a friendly, caring and confidential manner with an emphasis on patient satisfaction.
Manages and maintains staff schedule on a regular basis.
Prepares all nursing and clerical schedules, manages vacation requests, time off requests (sick and personal), and arranges appropriate coverage.
Reviews and approves weekly time records of all practice employees.
Recruits and hires with the guidance of Human Resources.
Manages employee development and performance using an evaluation system based on established standards of practice.
Counsels staff whenever appropriate.
Recommends promotions, upgrades, and changes in staffing patterns and requests additional staff as needed.
Schedules and conducts periodic staff meetings with the employees to inform the staff of changes in the practice policy and to resolve ongoing issues affecting operating effectiveness.
Ensures and maintains strict patient confidentiality.
Resolves all patient issues and complaints immediately.
Provides clear, accurate information in person, on the phone, or in writing to patients, referral source and providers.
Maintains all patient information according to the established patient confidentiality policy.
Greets patients and other guests and is responsible for maintaining and cultivating excellent skills in patient relations.
Oversees the training of new personnel and other health care staff.
Participates in QA and specific performance improvement activities.
Advises the business maintenance department when repairs are needed in the practice.
Provides front office support including: answering the telephone, assisting patients, maintaining medical records, and resolving problems.
Maintains up to date employee roster.
Serves as a liaison between offices.
Monitors postage use and replenishes as necessary.
Completes certified letters, mails, and traces delivery confirmation.
Maintains and distributes faxes and mail for providers.
Monitors missing changes report and tracks completion.
Prepares collection charts for review by provider, posts notes on patient accounts, and prepares certified letters for discharge from practice as necessary.
Ensures that clinical staff are informed and trained to participate in all aspects of managed care insurance programs.
Develops nursing policies and procedures.
Maintains an environment that meets infection control guidelines and environmental safety standards.
Ensures that clinical office practices are consistent with the Join Commission recommendations.
Ensures good coordination of patient care between Labor & Delivery, Emergency Room, and other medical offices.
Ensures that patients are aware of the Patients Bill of Rights and that they receive information regarding informed consent.

Knowledge, Skills, and Abilities

Is knowledgeable regarding use and maintenance of office equipment.
Fully aware of all policies and procedures of AWM and ensures staff adherence.
Maintains a thorough knowledge of AWM Standards of Care.
Demonstrates problem-solving skills.
Uses appropriate resource material to find answers, seeking supervisor assistance as needed.
Leads and trains staff as required.
Knowledge of medical terminology.
Knowledge of medical office procedures.
Possesses the tact necessary to deal effectively with physicians, staff, and patients.
Possesses the ability to motivate others within the environment.
Possesses the ability to think clearly and make difficult decisions which comply with office policies and procedures.
Possesses knowledge of modern office equipment, systems, and procedures.
Demonstrates a warm and welcoming demeanor when working with a variety of people and personalities.

Qualifications and Experience

Must be a registered nurse.
Must have at least three years of nursing experience.
Must have excellent communication skills.
Must demonstrate exemplary interpersonal skills.
Must provide a calming presence.
Must represent the practice mission, vision and values to staff, patients, and community members.
Must be able to work a flexible schedule with occasional nights, weekends, and holidays.

Equipment Used

Computer, printer, phone, copier, fax machine, calculator.

Physical and Mental Requirements

Ability to lift up to 40 pounds up to 25% of the time.
Ability to stand, walk, bend, reach and sit variably throughout shift with no issues.
Ability to grasp with both hands, pinch with thumb and forefinger, turn with hand/arm, and reach above shoulder height.
Ability to speak on the telephone and write simultaneously.
Ability to operate telephone system, simple lab equipment, and computer system.
Moderate mental and visual attention required to perform machine operations and set up, read, and document patient information.

Environment Conditions