Women’s Care, founded in 1998, is a leading women’s healthcare group in the United States, dedicated to providing the highest quality of care for women through their reproductive years and beyond. With 100+ locations and over 400 OB/GYNs and specialists across the country, Women’s Care provides comprehensive patient care in obstetrics, gynecology, gynecologic oncology, urogynecology, gynecologic pathology, breast surgery, genetic counseling, maternal fetal medicine, laboratory services, and fertility.
The Office Administrator performs professional administrative tasks within the clinic to ensure the staff has adequate support to work efficiently. They function at a high level with independent decision making to include prioritizing and working with little supervision and are self-motivated and trustworthy. The Office Administrator ensures the clinics are running smoothly on a daily basis and contributes to driving sustainable growth.
- Coordinate office activities and operations to secure efficiency and compliance with company policies.
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Ensure smooth day-to-day operations of the office and maintaining a high level of productivity.
- Support administrative staff and divide responsibilities to ensure performance.
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Welcome and direct visitors, performing clerical tasks, and supporting the management team.
- Manage agendas/travel arrangements/appointments etc. for the upper management.
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Manage phone calls and correspondence (e-mail, letters, packages etc.).
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Support budgeting and bookkeeping procedures to include daily bank deposits.
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Weekly travel to sister clinics to pickup/drop off supplies, correspondences.
- Create and update records and databases with personnel, finance and other data.
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Maintain employee files to include provider files. High level of confidentiality required.
- Track, register, and maintain all credentialing files for providers. Responsible for notifying provider and administrator of renewals.
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Upload all forms, licenses, and corresponding files to SharePoint folder for tracking.
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Track and maintain all invoices for 4 clinics to include uploading them into SharePoint folder. Take care of accounts receivable and track the office’s overall budget.
- Track stock of office supplies and place orders when necessary for 4 clinics.
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Accept and reconcile Hybrent orders and identifies errors. Responsible for resolving versus escalating.
- Submit timely reports and prepare presentations/proposals as assigned to include facility signage, work orders and vendor contracts. Identifies a need and responsibility for presenting a proposal.
- Prepare and track Concur receipts. Independently identify errors and a high level of accountability required.
- Coordinate and identify community events to promote the practice.
- Responsible for POS ordering and coordination of new providers and marketing material required.
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Responsible for On-Site invoice review to include identifying errors in charges. Independently resolve and escalate if needed.
- Responsible for 5S Projects to include identifying a need and coordinating with the team.
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Boots on the ground marketing of new providers. Coordinate offices to visit, identify supplies needed and creates a schedule. Independently identify market need and growth of practice.
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Identify areas of improvement in finances when ordering supplies. Monthly meeting with the Practice Manager to review recommendations.
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Order and manage uniform orders for clinical and clerical staff for all units within facility.
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Attend monthly meetings and complete staff meeting and provider meeting minutes.
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Create monthly newsletter (including staff birthdays, fun facts and spirit days).
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Develop positive working relationships with Physicians, Staff, and Patients.
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Respond to any patient complaint or issue that may arise
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Keep all locations stocked with informational brochures and pamphlets.
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Be able to step in and help in all clerical areas at a moment’s notice
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Manage and maintain spreadsheet of provider call schedule and all staff PTO requests.
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Demonstrate and embody the Women’s Care mission and core values.
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Compliance with all HIPAA rules, regulations, and guidelines.
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Other duties as assigned.
Qualifications:
- High school diploma or equivalent required.
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Minimum four years’ clerical experience in a fast-paced medical office environment.
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Ability to multi-task in a stressful deadline-oriented environment.
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Ability to use a computer and enter data in electronic medical record system.
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Must be able to maintain a high level of confidentiality.
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Must possess the ability to interact and communicate professionally and effectively with all levels of internal personnel, providers, personnel of outside organizations, and patients and their family members.
- Must possess good organizational skills, handle multiple tasks concurrently, and be able to work effectively with all levels of groups.
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eCW electronic medical record experience a plus.
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Must be dependable, reliable, and punctual.
WHY JOIN WOMEN'S CARE?
We Offer:
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Competitive compensation package
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Health, dental, and vision benefits
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Paid time off and paid holidays
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401k plan
- An opportunity to make a difference in patients' lives every day!
Women’s Care has grown tremendously through the years and expects to accelerate its growth with plans to expand rapidly into new markets across the U.S. With the commitment of our employees, we remain true to our mission of ‘Improving the Health of Women Every Day.’ At Women’s Care, we CARE about our patients, and we stand by our values.
Compassion & Empathy: Treating patients like valued friends and family
Accountability: Taking responsibility for our actions and behaviors
Respect: Acting respectfully in every interaction
Excellence & Quality: Providing the safest, highest quality of care
