A Business Office Manager manages the day-to-day administrative tasks required to keep a business office running smoothly. Responsible for paperwork, processing invoices, maintaining databases, collecting expense data, recruiting and training employees, and stocking office with supplies.
The Office Manager provides leadership in planning, guiding and coordinating practice operations for Northern Wyoming Surgical Center. They are responsible for the daily management and supervision of the Center's non-clinical business office functions, including reception, medical records, billing coordination, accounts receivable, accounts payable, time & attendance monitoring, and protection of confidential information maintaining focus on service and operational excellence. The Office Manager will work closely with the Clinical Administrator, Human Resources, billing personnel or contracted billing services, physicians' offices, payers, and business office staff to support efficient operations, accurate financial processes, regulatory compliance, and positive patient experience.
JOB REQUIREMENTS
High school diploma or equivalent. Bachelor's degree preferred or minimum of 2 years equivalent experience. Coding certification status preferred. Coding certification from AAPC or American Health Information Management Association (AHIMA) or the ability to sit for the examination preferred. Prefer someone with work experience as a coder or strong training background in coding and reimbursement.
EXPERIENCE
Minimum of one year of Business Office Management experience required. Additional training in healthcare administration, business, accounting, or related field preferred. Minimum of two (2) years of medical facility or medical office experience required. Supervisory or business office management experience preferred. Healthcare accounting, billing, accounts receivable, payroll, or revenue-cycle experience preferred. Experience with computerized billing systems, spreadsheets, and accounting software preferred. SKILLS Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy. Must have professional rapport and strong interpersonal skills with the ability to communicate with staff and the public in a friendly, courteous and helpful manner. Ability to work independently and collaboratively with administration, clinical staff, physicians, patients, payers, and external partners. Management experience necessary along with a knowledge of HR practices. Knowledge of medical office operations, medical terminology, billing and accounts-receivable processes, and basic accounting practices. Ability to maintain accurate financial, payroll, personnel, and medical-record information. Strong leadership skills. Must have excellent organizational skills with the ability to multi-task and meet deadlines. Must have great attention to detail to maintain accuracy. Must have excellent verbal and written communication skills. Strong computer and keyboarding skills. Must be proficient in the use of billings systems and Microsoft Office Suite products including Word, Excel and Outlook. Ability to learn new computer software applications. Knowledge of Medicare, Medicaid, managed care, and third-party payer processes preferred. Experience with filing HCFA, Workers' Compensation and other insurances. Must have a working knowledge of clinical CPT, ICD and HCPCS codes. Capable of sound business practices that reflect well on the Center. Must have critical thinking skills. Must have knowledge of medical terminology.
REQUIRED CERTIFICATIONS
Coding certification is preferred (AAPC or AHIMA).
ESSENTIAL FUNCTIONS
Responsible for management of assigned center non-clinical staff including orientation, training, performance evaluation, and ongoing staff support. Ensure business office functions are completed accurately, efficiently, timely, and in accordance with policies and applicable requirements. Collaborate with the Clinical Administrator to support efficient patient flow, scheduling, communication, and overall Center operations. Coordinate with billing staff and/or contracted billing services to ensure accurate and timely submission of demographic, insurance, coding, billing, and accounts-receivable information. Monitor accounts receivable, delinquent accounts, patient financial concerns, and billing issues and communicate significant concerns to the Administrator. Maintain oversight of accounts payable, invoice processing, operational payments, petty cash, and business office financial records in accordance with policy. Assume timecard duties for all staff approving employee payroll in the time and attendance system by deadlines set by the Payroll Administrator. Approve vacations, overtime, excused absences, personal days, monitoring PTO/EIB use. Communicate resignations, changes of employee status, position changes, etc. to Human Resources/ Recruiting timely, and without delay. Support accurate financial practices, identify opportunities for cost-effective improvements, and assist the Administrator with financial information, case-cost analysis, and other business reports as requested. Maintain oversight of medical record processes to support completeness, accuracy, timely completion, appropriate release, security, and confidentiality of patient information. Maintain compliance with applicable privacy, security, fraud and abuse, billing, and business-office requirements and recommend policy or process revisions as needed. Serve as a professional liaison with patients, physicians and their office staff, insurance companies, vendors, and other external partners. Support scheduling and registration processes and assist in resolving business-office issues that may affect timely patient care or Center operations. Maintain responsibility for business office supplies, equipment, records, and other assigned administrative assets. Participate in Continuous Quality Improvement (CQI), compliance, safety, staff education, meetings, and other Center activities as assigned. Report identified safety concerns, employee injuries, compliance concerns, patient disputes, or significant business-office issues to the Administrator in accordance with policy. Report employee injuries including Worker's Comp and FMLA promptly to Employee Health. Promote professionalism, teamwork, confidentiality, accountability, and a positive patient and physician experience. Remain current regarding applicable healthcare business-office requirements, payer practices, and regulatory changes affecting assigned responsibilities.
SECONDARY DUTIES
Utilize formal and informal recognition resources to recognize staff and provider accomplishments. Attend in-service and training sessions as they become available to stay current in knowledge of position. Perform other duties related to business office operations as assigned by the Clinical Administrator.
