Office Manager

Office Manager Empowered Arthritis and Rheumatology Center PLLC Cary, NC Job Details Full-time $60,000 - $70,000 a year 2 hours ago Benefits Health insurance Dental insurance 401(k) Vision insurance Paid sick time Qualifications Practice management Medical software Workflow management (operations management method) Medical office experience Employment law Microsoft Office Administrative experience Bachelor's degree IT experience within healthcare Organizational skills Office management Technical Proficiency Full Job Description Empowered Arthritis and Rheumatology Center (EARC) PLLC —

Cary, NC Job Details Position Title:

Office Manager Reports To:

Practice Administrator /

Leadership Specialty:

Rheumatology Location:

Cary, NC Work Schedule:

Monday-Friday, 8:00 AM - 5:00 PM (1-hour lunch break)

FLSA Status:

Exempt About Us Join Empowered Arthritis and Rheumatology Center (EARC) PLLC, a rapidly growing rheumatology practice located in one of the country's best places to raise a family. We pride ourselves on providing cutting-edge diagnostic services in a warm, patient-centered environment. Our practice is built on a foundation of excellence and a commitment to our community. At the heart of everything we do are our CARE core values:

Compassion:

We treat every patient with kindness and empathy.

Authentic:

We are honest, transparent, and true to our mission.

Respect:

We value the diversity and dignity of our patients and team members.

Excellence:

We strive for the highest standards in clinical care and diagnostic accuracy. Position Summary The Office Manager serves as the operational hub of the rheumatology practice, ensuring that administrative, clinical support, financial, and patient experience functions operate cohesively and efficiently. This role is designed for an emerging leader who will work closely with the founding members and other leadership team to translate strategy into daily execution. The ideal candidate will demonstrate strong operational management, exceptional attention to detail, and a high degree of organization. They will possess knowledge of HR practices and a commitment to developing expertise in Revenue Cycle Management (RCM) and rheumatology-specific compliance. Core Responsibilities 1. Operational Leadership;

Workflow Management Daily Operations:

Oversee and coordinate all day-to-day functions, ensuring alignment across all departments.

Patient Flow:

Manage clinical and administrative workflows with the Patient Experience Team to support timely, high-quality patient care.

Referral Management:

Collaborate with stakeholders to optimize the new patient referral process.

Hands-on Support:

Act as an operational expert in front- and back-office workflows, providing direct support and coverage as needed.

SOP Development:

Lead teams in developing Best Practices to improve service and financial performance; create, update, and implement Standard Operating Procedures (SOPs).

Systems Management:

Serve as a subject matter expert in the EMR and Practice Management (PM) systems, providing staff training and troubleshooting.

Direct Reports:

This position will directly report to senior practice administrators, with indirect reporting to the two founding members of the practice. 2. Financial Management;

Revenue Cycle Development Payer Knowledge:

Proactively gain knowledge of payer rules, insurance requirements, and revenue cycle workflows.

Billing Coordination:

Coordinate with third-party billing company on claims and reimbursement activities.

Claims Management:

Follow up on unpaid claims, process claim denials, and post insurance payments accurately.

Coding and Compliance:

Ensure that billing coding matches clinical documentation and regulatory compliance standards.

Specialty Expertise:

Develop a solid foundation in Rheumatology-specific coding, billing software, and claim submission processes.

Billing Liaison:

Work closely with the billing team and providers to resolve missing or unclear information and escalate complex claim issues.

Patient Accounts:

Oversee patient account representation, explain balances, set up payment plans, and resolve billing inquiries. 3. Human Resources; Staff Development — Future Goal Recruitment;

Onboarding:

Manage the recruitment process and lead the onboarding and training of new support staff. Currently using a third party for recruiting support and HR advice; the future goal is to handle this in-house. Training will be provided if necessary.

Performance Management:

Supervise and evaluate staff performance; participate in annual reviews and provide ongoing coaching and mentoring.

Corrective Action:

Address performance issues through timely feedback and documentation in accordance with company policy.

Scheduling:

Create and maintain staff schedules, ensuring consistent coverage and published timelines.

Timekeeping:

Audit and monitor attendance, punctuality, and Paid Time Off (PTO) requests to ensure accuracy and policy compliance. 4. Patient Experience;

Liaison Services Patient Advocacy:

Serve as a primary liaison between the Patient Experience team and leadership for handling patient experience issues.

Issue Resolution:

Act as the first point of escalation for patient concerns and operational issues.

Process Improvement:

Continuously evaluate and improve patient-facing processes to enhance the overall experience.

Communication:

Explain insurance questions and financial responsibilities to patients with clarity and empathy. 5.

Risk Management and Compliance Regulatory Adherence:

Ensure daily operations comply with HIPAA, OSHA, Medicare/Medicaid, and state regulations.

Safety Oversight:

Manage and supervise compliance portals and track annual mandatory education for all staff.

Quality Assurance:

Support audits, inspections, and continuous quality improvement (CQI) initiatives. 6.

Strategic Support Leadership Liaison:

Act as a bridge between the leadership team, providers, and staff.

Data & Reporting:

Generate operational performance reports and capture data as requested by executive leadership.

Meetings:

Participate in weekly/monthly leadership meetings and meet weekly with the Senior Practice Administrator to review priorities. Essential Skills;

Competencies Operational Management:

Expertise in managing clinical workflows, scheduling, and ensuring operational consistency. Attention to

Detail:

Exceptional accuracy in all assigned tasks.

Organizational Skills:

Ability to multitask and prioritize in a fast-paced medical environment.

HR Knowledge:

Moderate proficiency in staff supervision, training, and employment law basics.

Communication:

Strong verbal and written skills.

Critical Thinking:

Skilled at identifying issues and reasoning through to a solution.

Technical Proficiency:

High proficiency in Microsoft Tools (including Planner) and EMR/PM systems.

Interpersonal Skills:

Able to collaborate with diverse personalities and foster relationships as a practice culture ambassador.

Qualifications Education:

Bachelor's degree in Healthcare Administration, Business, or related field preferred (or equivalent experience).

Experience:

A minimum of 4 years of experience in a medical office setting; prior supervisory or lead experience preferred.

Specialty Knowledge:

Experience in Rheumatology or a similar specialty is a plus but not required.

Certifications:

Progress toward or interest in MGMA/ACMPE or

AAPC/ CPPM

certification is highly encouraged.

Benefits Salary:

TBD 401(k) Health insurance Dental insurance Vision insurance Paid sick time

Pay:

$60,000.00 - $70,000.00 per year

Work Location:

In person