Job Description

SUMMARY: Under general supervision of the Clinical Director and direct supervision of the Manager of Front Office Operations, the Office Manager’s purpose is to provide comprehensive administrative support including regular administrative operational duties, efficiency of scheduling the clinical staff, all insurance and cash related matters, supervise Front Office Staff and make recommendations to hire, terminate and discipline staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manager Duties

1. Supervising/Managing front office and staff

2. Create and maintain a flow of the front office

3. Distribute individual tasks per front office employee

4. Cross-train employees

5. Create and present annual performance evaluations to front office staff.

6. When needed, follow disciplinary protocol to front office staff

7. Managing therapists’ schedule and communicate any drop in patient volume to director after a consistent week

8. Properly block and open therapist schedules in EMR system

9. Approving and adjusting time clocks bi-weekly Telephone Etiquette

10. Screen calls that pertain to clinic operations

11. Communicate professionally with patients, doctors, and insurance companies

12. When needed participate in conference calls/meetings with Manager of Office Operations

13. Provide excellent customer service, handling complaints with a calm and collective manner

Computer Usage

1. Navigate EMR systems

2. Knowledge of Microsoft Office in order to create reports

3. Navigate insurance company websites for verifications

4. Submitting and following up on insurance authorizations in a timely manner of 48hrs

Scheduling of New Patients

1. Identify HMO contracts/Carve Out’s in order to schedule properly

2. Enter information into centralized database in a timely manner of 48hrs of when patient information was received

3. Knowledge of which diagnosis require treatment for specific therapy discipline

4. Obtain insurance information correctly to verify validity and policy guidelines

Verifying Insurance

1. Efficiently obtain and understand all benefits and limitations on insurance contracts

2. Determine if correct codes are provided so our contractual claims submission guidelines are followed

3. Determine proper documents needed for workers comp authorizations

4. Obtain written authorization for all patients whom require them Medical Record Preparation

5. Determine and communicate with related parties copies of records

6. Fax reports to medical offices or insurance companies

7. Obtain copy fee

Collection of patient responsible payments

1. Record payments for money collected into EMR or receipt book

2. Maintain daily and monthly log of payments

3. Maintain office petty cash

4. Prepare weekly deposit for accounting department; travel to company issued bank to submit deposit Interviews / Hiring

5. Collect supporting documentation on need for position and presents to Manager of Front Office Operations

6. Directly responsible between Office Manager and Clinic Director to call and perform interviews

Other

1. Communicate effectively with administrative departments to integrate new company

2. policies and procedures

3. Complete weekly and monthly reports and send to Manager of Front Office Operations.

4. Complete Billing Office requests in a timely manner

5. Follow company protocols

6. Contact or help with marketing the company if patient volume is low

7. All other duties requested KNOWLEDGE, SKILLS AND ABILITIES

8. Strong computer skills, including high level of proficiency with MS Office, particularly Excel

9. Prior experience in clerical/office position or medical field

10. Ability to multi-task

11. Ability to learn and understand functions of Operating/EMR Software

12. Ability to follow directions and use sound judgment in performing job related functions

13. Ability to communicate clearly and concisely with a respectful delivery

14. Able to organize time and set priorities appropriately, demonstrating flexibility

15. Ability to establish rapport and work harmoniously with co-workers and management

16. Ability to assume responsibility in carrying out assigned tasks

17. Demonstrate integrity and discretion in all job-related matters

18. An attitude of excellence in accuracy and quality of work

MINIMUM EDUCATION AND EXPERIENCE

1. High school diploma or equivalent, college degree preferred

2. 1 year minimum front office experience in medical setting, including knowledge of physical therapy and rehabilitation field

3. Advanced understanding of insurances, billing and collections procedures

4. 1 year minimum supervisory experience preferred

Company Description

Rancho Physical Therapy has been providing physical, occupational and industrial rehabilitation services to San Bernardino, Riverside and North San Diego Counties for over 30 years. Rancho Physical Therapy services include all of the traditional orthopedic, sports, and industrial outpatient therapies, as well as specialized programs to address the needs of the community. Rancho Physical Therapy places a strong emphasis on home exercise programs and patient education for better long-term results. All therapies provided are coordinated with the physician, patient work place and insurance representative to maximize treatment outcomes. We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status