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Office Manager (Clinic)

Gardnerville, United States

Position Title

Office Manager (Clinic)

Job Type

Full-Time

Classification

Exempt

Grade

E7 (45050.0 - 67575.0)

Department

Clinic

Supervisor

Position Summary

Under direct supervision, the Office Manager accurately and efficiently implements the appointment process for medical staff and clinical privileges, including re-appointment process for renewal of all medical staff (Medical, Dental, Behavioral Health, Optometry, Chiropractor, and Traditional Medicine). Conducts primary source verification. Coordinates the credentialing process. Assists supervisors with preparing and maintaining budgets and various grants. Assists with preparation and submission of payroll. Assists with maintaining accounting and administrative tasks. Maintains confidentiality of all privileged information.
Minimum Qualifications
  • Associate’s Degree plus four (4) years of experience credentialing in a tribal health setting; and two (2) years of experience in accounting or equivalent combination of education and experience.

  • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.

  • Must be able to be insurable by the Tribe’s Driving Policy.

  • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

Essential Duties & Responsibilities
  • Coordinates and maintains the credentialing and re-credentialing process for professional staff.

  • Ensures provider membership is conforming to established standards. Communicates and makes recommendations regarding members (providers) falling outside required parameters.

  • Coordinates the maintenance and enhancements of the credentialing database.

  • Processes provider memberships, licensures, reimbursements, and tracks provider expenditures.

  • Coordinates and chairs policy review meetings.

  • Supervises the Administrative Assistant of the Administrative department.

  • Creates check requests and purchase orders for most departments.

  • Prepares invoices received for payment and forwards to Finance Department for final payment.

  • Reviews and mails any checks returned from Finance; distributes checks to appropriate departments.

  • Pays invoices from purchase orders.

  • Monitors contracts for in-house providers, pays invoices from purchase orders.

  • Assists supervisors and staff with payroll and personnel issues.

  • Prepares and verifies time cards and delivers to the Finance Department.

  • Distributes payroll checks.

  • Researches and prepares payroll budget projections.

  • Assists with budget projections and modifications as needed.

  • Maintains and coordinates service and service contracts for office equipment.

  • Liaison with accounting staff, vendors, and other employees to correct errors and ensure effective processing of accounts payable.

  • Maintains positive customer service relationships with employees of other departments, programs, customers, vendors and co-workers.

  • Assists with training of co-workers as needed.

  • Ensures accuracy, completeness, and timeliness of all processing.

  • Maintains all appropriate documentation; generates reports as required.

  • Contributes to a team effort and accomplishes related results as required.

  • Responsible for employee training and travel.

  • Performs other duties as required.

Knowledge, Abilities, Skills, and Certifications
  • Knowledge of modern office practices, procedures, and equipment.

  • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

  • Knowledge of records management and accounting.

  • Knowledge of credentialing terminology; key-credentialing elements and verification methods.

  • Ability to manage a variety of situations and conflicts within the credentialing process.

  • Knowledge of research methods and techniques.

  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

  • Ability to adequately train co-workers as needed.

  • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds.

  • Ability to represent the organization in a professional manner, building respect and confidence.

  • Ability to handle multiple tasks and meet deadlines.

  • Ability to work independently with minimal supervision.

  • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, and presentation software (such as PowerPoint).

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment
  • Work is generally performed in an office setting with a moderate noise level.