Administrative Manager, NCMG at Nantucket Cottage Hospital (NCH) in Nantucket, Massachusetts

Job Description:

Full-time, 40 hours per week, Day shift




Job Summary:



The Administrative Manager is a working supervisor who participates in the daily operations of the clinic while also directing, planning, and coordinating the work of the clinicians and the administrative staff.



Essential Job Duties and Responsibilities




Operations



Manages daily operations of the clinic including but not limited to:


• Develops, mentors, and manages Patient Service Coordinators (PSC) by developing clear job expectations, reporting relationships, procedures, and standards.


• Optimizes both primary care and specialty provider schedules.


• Develops clinic processes and protocols.


• Establishes and monitors staff deadlines for work assignments.


• Re-allocates administrative resources as appropriate based on daily schedules, time-off, and capacity.


• Assist office staff members to ensure the office runs orderly for the clinicians and patients.


• Manages Patient Service Coordinators (PSC) related activities including, scheduling hours, ensuring accurate timekeeping, ensuring attendance, approving time off requests and leaves of absence, managing employee relations issues, conducting performance evaluations, and managing overtime.


• Provides management in the hiring, training, coaching, and talent development of PSC staff in conjunction with Human Resources.


• Coordinates, documents, and completes performance evaluations for staff effectively and on time.


• Assists in the career development of administrative employees through on-going coaching, counseling, and training.


• Develops and provides training for staff on the administrative policies and procedures of the practice and NCMG.


• Coordinates staff training for both the personal and professional development of staff


• Ensures that HIPAA policies and procedures are fully implemented.


• Co-develops clinic policies, programs, and procedures in collaboration with other NCMG staff to ensure the compliance with all regulatory requirements.


• Collaborates with all practice staff to provide support and assist in the resolution of patient/customer service issues.


• Attends required meetings.


• Oversees and maintains the practice's appointment scheduling system including assisting in determining "bookable" time.


• Functions as the liaison between physicians, administration, human resources, billing, credentialing, digital, accounts payable, and other areas for the clinic.


• Ensures that patients are treated courteously by staff, and visitors are screened and properly directed.


• Actively participates in patient complaint procedures and service recovery.


• Actively participates in daily office operations.



Billing



• Manages patient registration, applicable collection of co-payment and outstanding balances from patients while ensuring full compliance with established patient financial policies and procedures.


• Assists with billing error resolution.


• Maintains strict confidentiality.


Performs other duties as assigned.



Qualifications

Essential Knowledge, Skills, and Experience Required for the Position




Knowledge, Skills, and Experience Required



• Must be able to work independently, develop, analyze & report financial data, and recruit, hire, retain, develop, and manage staff.


• Demonstrated knowledge of the health care industry, government and reimbursement regulations and requirements, HIPAA/OSHA regulations. Stays abreast of regulatory and industry changes in healthcare.


• Must have demonstrated experience managing providers' schedules and payroll.


• Working knowledge of Epic.


• Positive attitude towards establishing and maintaining a welcoming practice environment for patients, staff, and providers, with a strong mentality of "the patient comes first."


• Demonstrated experience with knowledge and understanding of different insurance plans and referral and authorization procedures.


• Strong computer skills including MS Office and other applicable programs.


• Ability to understand and interpret policies and regulations.


• Ability to collaborate effectively with staff, patients, public and external agencies.


• Experience in planning the operations for an office setting, including organizing, delegating, and supervising.


• Strong verbal and written communication skills, including the ability to communicate clearly and confidentially.


• Strong customer service, phone, and etiquette skills.


• Bachelor's degree required; associate degree combined with additional experience will be considered.


• 3-5 years of previous medical office experience required.


• Previous practice management or leadership experience preferred.



Special Requirements



• Must be available to work overtime as needed to complete all job duties.


• Occasional evening or weekend work.


• Must be available to work in the case of a Hospital or Clinic declared emergency.



EEO Statement

Nantucket Cottage Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.