Office Manager B - Stuarts Draft Family Practice
University of Virginia Physicians Group - Stuarts Draft, VA

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POSITION TITLE: Office Manager “A” and “B” Practice
JOB CODE: M7108
LEVEL/FLSA: Manager, Exempt
DEPARTMENT: Regional Primary Care, UPG
REPORTS TO: Manager, Regional Primary Care

GENERAL SUMMARY: The Office Manager will be responsible for the overall supervision and administration of the primary care physician office; its staff, and operation. Including physician throughput, financial management, and facility maintenance.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Essential Functions of the Job:
Personnel Related Responsibilities 
General supervision of staff 
Covers front office staff when needed 
Time sheet processing and payroll report reconciliation for entire office staff 
Produces monthly work schedule for employees accommodating physicians work schedule and considering all employees have leave requests. 
Employee hiring, performance management, change of status, compensation, and terminations. 
Personnel record maintenance. 
Handles physician and employee requests and complaints 
Provides information to HR for Physician and Staff Licensure 
Schedules and conducts regular staff meetings to keep office personnel apprised of activities, decisions. 
Strives to maintain high office morale
Manage ongoing compliance issues through communication, training and monitoring policies 
Satellite office employee mandatory competencies (fire, safety, blood borne pathogens, skills checklist)
Clinical and special procedures including lab., drugs, radiology procedures 
Ensures qualitative compliance with regulations that apply to that offices’ scope of work. This could include CA’s taken; logs completed.
Revenue Cycle: revenue, Accounts Receivable 
Charge entry and work file resolution 
Responds to Department Requests for additional information needs 
Works with Physicians and NPs to maximize patient throughput.
Budget/Cost containment/Financial Management 
Participates in preparation of yearly budget 
Petty Cash and Change Fund upkeep and reconciliation monthly 
Ensures timely Bank Deposits 
Monitors budget variance reports and acts to eliminate or reduce variances
Operations duties for satellite practice 
Maintenance of appointment schedule templates, updates and revisions based on physician preference 
Enters and maintains physician schedule monthly to accommodate patient demand for appointments 
Communicates with various UPG departments regarding employees, physicians, and patients 
Ongoing office maintenance interior and exterior 
Office improvements and renovations 
Coordinates maintenance and staff training of office equipment 
Handles patient requests and complaints 
Satellite office policies and procedures 
Implements changes as requested by management 
Maintains UVA, UPG manuals regarding policies and procedures 
Schedules and conducts regular staff meetings regarding operations issues 
Maintains record retention for patient records and accounting records according to guidelines. 
Liaison between office and institutional resources 
Assists with patient care functions at the direction of the physician or supervisor 
Attends meetings as required 
Other duties as requested by management
Non-Essential Functions of the Job: 
Processes vendor invoices for Accounts Payable process and process check requests
REQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities):
Education: 
High School Diploma or GED 
Successful completion of UVA Patient Access classes within three months of hire – Insurance 101, Scheduling, Registration and Cash Collections within three months of hire date
Experience: 
Office Mgr “A”- 3-5 years related experience in health care industry, or 1-2 years supervisory experience 
Office Mgr “A” supervisory experience preferred 
Office Mgr “B” – 5-7 years related experience in health care industry, or 2-3 years supervisory experience 
Office Mgr “B” supervisory experience required 
Working knowledge CPT and ICD-9 coding 
In-depth knowledge of third-party payer reimbursement policies and procedures
Knowledge and skills: 
Basic knowledge of and experience utilizing a personal computer 
Basic word processing skills required 
Proficiency with Excel a plus

SUPERVISORY RESPONSIBILITIES: This position will have non-exempt administrative and clinical positions reporting to it. “
A” office: less than 4 Providers – Physician and Physician Extenders “
B” office: 4 or more Providers – Physician and Physician Extenders

WORKING CONDITIONS: General busy medical office environment

SUCCESS FACTORS: 
Thoroughness, dependability, and accuracy 
Good organizational skills 
Must be detail-oriented 
Ability to manage multiple tasks in a busy medical office environment 
Exceptional customer service skills 
Ability to effectively communicate and work with staff and management 
Ability to work with and maintain confidentiality of patient, patient account, and personnel data 
Ability to work as a team member
We are an Equal Opportunity Employer

REQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities):
Education: 
High School Diploma or GED 
Successful completion of UVA Patient Access classes within three months of hire – Insurance 101, Scheduling, Registration and Cash Collections within three months of hire date
Experience: 
Office Mgr “A”- 3-5 years related experience in health care industry, or 1-2 years supervisory experience 
Office Mgr “A” supervisory experience preferred 
Office Mgr “B” – 5-7 years related experience in health care industry, or 2-3 years supervisory experience 
Office Mgr “B” supervisory experience required 
Working knowledge CPT and ICD-9 coding 
In-depth knowledge of third-party payer reimbursement policies and procedures
Knowledge and skills: 
Basic knowledge of and experience utilizing a personal computer 
Basic word processing skills required 
Proficiency with Excel a plus

SUPERVISORY RESPONSIBILITIES: This position will have non-exempt administrative and clinical positions reporting to it. “
A” office: less than 4 Providers – Physician and Physician Extenders “
B” office: 4 or more Providers – Physician and Physician Extenders

University of Virginia Physicians Group - 8 months ago - save job