Office Manager

• SUMMARY: Oversees all administrative operations in the Elliott Physical Therapy Dorchester clinic.  Leads a team of Patient Care Coordinators (PCCs) and collaborates with the Clinical Manager to  produce an outstanding patient experience and productive clinic. 

DUTIES AND RESPONSIBILITIES: 

Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, electronic health record management, supplies, staffing

Orders and maintains office supplies and inventory

Analyzes and maximizes office productivity by establishing, modifying,  implementing and monitoring systems and procedures to enhance timely and  efficient workflow

Prepares reports and correspondence as needed

Assists with general clerical/administrative duties as needed including but not  limited to answering phones, filing, preparing correspondence and memoranda,  faxing, copying, and mailing

Leads a team of PCCs to reach clinic goals and expectations 

Works with PCCs to assure clinic collection goals are met on a weekly basis

  Manages clinic deposit log. Ensures logs are balanced on a daily basis 

Works with the Authorization & Verification team to ensure all patients are authorized and verified for visits

Works with Clinical Manager to ensure the collaboration and teamwork of all staff to run a successful clinic 

Attends weekly OM/CM meetings to identify issues and create action steps to resolve problems 

Collaborates with the billing office to coordinate monthly patient statements 

Attends monthly Office Manager meetings 

Attends weekly meetings with the Administrative Director 

Hires, trains, supervises, motivates, and develops administrative staff; manage schedules and workflow

Provides day-to-day guidance and oversight of subordinates; actively works to  promote and recognize performance.

Develops systems to improve front desk workflow to meet company standards 

Represents Elliott Physical Therapy within our community and understands the  importance of community involvement 

Shares clinic cleanliness duties with the Clinic Manager and appropriately delegates to staff 

Performs other related duties as assigned by management 

A minimum of 40 hours per week is required to physically be in the clinic 

SUPERVISORY RESPONSIBILITIES: 

Directly supervises PCC staff within one clinic. 

Holds quarterly and annual reviews with staff. 

Carries out supervisory responsibilities in accordance with the organization's  policies and applicable laws. 

Responsibilities include interviewing, hiring, and training employees; planning,  assigning, and directing work; appraising performance; rewarding and  disciplining employees; addressing complaints and resolving problems. 

QUALIFICATIONS: 

Commitment to excellence and high standards 

Excellent written and oral communication skills 

Strong organizational, problem-solving, and analytical skills; able to manage  priorities and workflow. 

Ability to work independently and as a member of various teams and  committees. 

Ability to deal effectively with a diversity of individuals at all organizational  levels. 

Demonstrated ability to plan and organize projects with acute attention to  detail. 

Versatility, flexibility, and a willingness to work within constantly changing  priorities with enthusiasm. 

Work in a team environment and provide productive feedback.

Proficient in Google Suite. 

Proven leadership and customer service skills. 

Proven ability to handle multiple projects and meet deadlines.

Good judgment with the ability to make timely and sound decisions. 

COMPETENCIES: 

Problem Solving - Identifies and resolves problems in a timely manner;  Gathers and analyzes information skillfully; Develops alternative solutions;  Works well in group problem solving situations; Uses reason even when dealing  with emotional topics.  

Communication - Speaks clearly and persuasively in positive or negative  situations; Listens and gets clarification;Responds well to questions;  Demonstrates group presentation skills; Participates in meetings. 

Teamwork - Balances team and individual responsibilities; Exhibits objectivity  and openness to others' views; Gives and welcomes feedback; Contributes to  building a positive team spirit; Puts success of team above own interests; Able  to build morale and group commitments to goals and objectives; Supports  everyone's efforts to succeed.  

Change Management - Develops workable implementation plans;  Communicates changes effectively; Builds commitment and overcomes  resistance; Prepares and supports those affected by change; Monitors transition  and evaluates results  

Leadership - Exhibits confidence in self and others; Inspires and motivates  others to perform well; Effectively influences actions and opinions of others;  Accepts feedback from others; Gives appropriate recognition to others. 

Managing People - Includes staff in planning, decision-making, facilitating,  and process improvement; Takes responsibility for subordinates’ activities;  Makes self available to staff; Provides regular performance feedback; Develops  subordinates’ skills and encourages growth; Solicits and applies customer  feedback (internal and external); Fosters quality focus in others; Improves  processes, products, and services; Continually works to improve supervisory  skills.