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Office Manager

Job Title: Office Manager

FLSA ClassificationExempt

Salary Grade: 107

Reports toPracticing Director

Date: 10-14-2021

JOB DESCRIPTION  


Summary/objective:  

The Office Manager is responsible for managing all administrative and operational functions of the assigned Packard Health medical office. In conjunction with other management team members, the Office Manager is responsible for achieving positive patient satisfaction, employee satisfaction, and office productivity. The Office Manager ensures that the mission, purpose, philosophy, objectives, policies, and procedures of Packard Health are carried out in day-to-day operations.

Essential functions

• Supervise and provide direction for Front Office staff, Medical Assistants and other 

support staff assigned to the clinic.  

• Develop and maintain support staff schedules for the office, ensuring appropriate staffing coverage to match medical staff and patient needs, in coordination with other Packard Health managers as required.  

• Take the lead in the recruiting, hiring, orientation, development, evaluation, and training of front desk and medical assistant staff to ensure employee satisfaction and high levels of customer care and service.   

• Complete annual performance evaluations for assigned employees  

• Support a culture of diversity, equity and inclusion in hiring, staffing and other operational decision-making.   

• Focus on employee satisfaction and employee retention strategies  

• Ensure effective communication between front and back office staff and other departments to optimize the patient experience and office productivity. Work with all team members to facilitate congenial and professional working relationships with all members of the team to ensure a harmonious work environment.

• Ensure that all contacts with patients are carried out in a friendly, courteous, helpful, and considerate manner. Provide support to address patient concerns or complaints, including those that escalate.   

• Maintain an efficient and responsive patient flow. Maintain front and back office operations by monitoring system performance, identifying and resolving problems, preparing and completing action plans, and completing system audits.

• Identify gaps or inefficiencies in service or function and collaborate with Practice Director to develop solutions and processes for implementation while maintaining consistency across all Packard sites. Revised: 2019 Specific Duties continued:  

• Support and uphold established policies and procedures, quality and safety standards, and requirements of accreditation and regulatory agencies.

• Maintain either directly or through delegation, the inventory, ordering, stocking and maintenance of front office and all exam room medical supplies, clinical equipment and instruments, and medications including vaccines, etc.  

• Maintain vaccine inventory and accurate records for VFC program. Prepare for VFC site visits and reviews.  

• Ensure adequate care and maintenance of all clinical equipment.  

• Request maintenance and repair needs for site.

• Perform duties as needed to assist staff and cover during personnel shortages.  

• Perform duties while demonstrating strong, interpersonal and communication skills that allow work to flow in a positive, constructive manner.  

• Build and maintain confidence and credibility with patients and employees; act in a caring, professional manner which consistently and positively reflects Packard Health’s mission and values.

• Perform other duties as assigned by management or medical leadership for the daily operations and management of the clinic.

Competencies

• Excellent verbal and written communication skills. 

• Excellent interpersonal and customer service skills. 

• Excellent organizational skills and attention to detail. 

• Proficiency with Microsoft Office applications and ability to learn other business applications quickly. 

Work environment
Office environment

Physical demands

• Prolonged periods of sitting at a desk and working on a computer 

• Must be able to lift 15 pounds at times 

Required education and experience

• Bachelors degree or an equivalent combination of education and experience


Signatures

This job description has been approved by: 

Manager______________________________________      Date ________________

HR__________________________________________       Date _________________

This job description is a general description of job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of Packard Health are expected to perform tasks as assigned by PH supervisory/management personnel, regardless of job title or routine job duties. In accordance with the Americans with Disabilities Act, PH will provide reasonable accommodations for individuals who can perform the essential functions of this job

Employee signature below indicates the employee’s understanding of the requirements, essential functions and duties of the position.

Employee______________________________________     Date__________________


ADDITIONAL DETAILS HERE

Send resume to: resumes@packardhealth.org