Medical Office Manager

Medical Office Manager

Location:                     Port of Spain

Salary:                        TT$15,000.00 (negotiable)

Industry:                     Medical

Terms:                        Two week contract to Permanent

Candidates must a minimum of 5 to 7 years in a medical office setting

Job Summary

We are looking for a qualified medical office manager to run our medical office. You will be responsible for day-to-day operation, budgeting and maintaining medical and staff records. As a medical office manager, you should demonstrate excellent organizational skills and the ability to perform well in stressful situations. Our position also requires knowledge of healthcare systems operations. Ultimately, you should be able to ensure steady workflows and uninterrupted service in our medical facility.

Reports To

Reports directly to the CEO and head medical doctor. Assists and coordinates activities with the Physician(s) and other medical office staff.

Job responsibilities

• Interviews, hires, terminates, and oversee the training of a productive medical office team and conducts performance reviews.
• Supervise/ oversee administrative staff during their daily operations: patient scheduling, registration, financial counseling, medical records, billing and collection.
• Performs administrative personal duties in their absence
• Ensures operations are coordinated and staffing is appropriate for the day by creation of rosters. (Delegate responsibilities)
• Schedules and performs word processing and spreadsheet activities; formats, revises and prints out final copies of complex documents for other employees
• Develop, implement and maintains office policies and procedures
• Coordinates logistics for internal and external meetings and conferences, as well as writing minutes of those meetings
• Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent recurrences.
• Liaise with doctors and medical staff to identify potential office dysfunctions
• Promoting excellent customer service by all levels of the staff, and coordinating customer service training sessions.
• Provide educational material for patients.
• Reconcile patient account information.
• Formulate objectives and processes.
• Arrange for emergency maintenance visits for building.
• Maintains and manages all filing and organizational systems for the practice
• Maintains office budget, oversees medical billing, and collections through electronic medical records (EMR) and electronic billing software’s for claims submission and remittance of payments.
• Monitoring budget and pay medical office bills.
• Evaluate the financial performance of the revenue cycle
• Submit billing statements to patients. (Outstanding balances and quotes)
• Ordering of office supplies
• Process company's response to claims.
• Submit claims to insurance.
• Ensure compliance with current healthcare regulations, medical laws and high ethical standards of Trinidad and Tobago.
• Responsible for regulations and other accrediting agency regulations, medical practice acts, employment and safety laws, patient care laws, billing and insurance regulations or functions. Ensures medical staff receives appropriate education.
• Performs other administrative or office duties or projects as required or as assigned. (rewards programs, event planning, expansion of facilities)

Job Skills and Qualifications

• Knowledge of business and accounting processes usually obtained from an Associates or Bachelor’s degree in Business Administration, Accounting, or Health Care Administration
• Minimum of 5 to 7 years in a medical office setting
• Two to three years in a supervisory or management position
• Knowledge of regulations related to patient insurance and commercial insurance
• Human resources experience in hiring, supervision, and performance reviews
• Knowledge of Trinidad and Tobago’s code of ethics and labor laws
• Strong customer service skills
• Skill in writing policies and procedures
• Skill in using MacOS, and Microsoft computer systems
• Skill in using electronic medical record systems, and electronic inventory and billing systems.
• Knowledge of maintaining supplies and equipment for the medical setting.
• Multitasking skills
• Problem-solving skills
• Professional communication and presentation skills, including face to face, email, telephone, and video conference.
• Knowledge of continuous process improvement concepts and practices
• Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels from child to senior citizen.

Medical Office Manager Physical Demands

• The person in this position frequently communicates with patients and staff regarding medical treatments or therapies. Must be able to exchange accurate information in these situations.
• Activities require the ability to remain in a stationary position 50% of the time, occasionally move about inside the office to access files or office equipment, and operate a computer and other office productivity machinery, such as a calculator, hand held devices, copy machine, and computer printer.
• Heavy lifting is not expected. Exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity for the use of common office and medical equipment such as computer terminals.
• Good reasoning ability is required to solve a wide range of medical and emergency problems. Able to apply algebra and other analytics as required. Able to maintain emotional stability to cope with human suffering, emergencies, and other stresses. Able to understand and utilize management reports, medical charts and other documents to conduct business.

Work Environment

The job is performed indoors in a traditional medical office or hospital setting. Exposure to potentially dangerous materials and situations that require following extensive safety precautions as well as loud noises, unpleasant odors and liquids may occur.