Assistant Office Manager

The Company: Pulmonary Associates of Richmond (PAR) has been around since 1974. That's over 40 years of serving the greater Richmond community. We specialize in pulmonary medicine, sleep disorders and research. Our staff cares about our patients and delivers the utmost excellence in quality care and customer service.

The Position: PAR seeks a dynamic Assistant Office Manager to assists in managing the day-to-day activities and operations of one or more Pulmonary Clinics to include the daily operations of the Waterford Pulmonary Clinic.

Job Responsibilities

• 
  Assist in managing the clinic, hospital schedule, and night call schedules for Physician and Advanced Practice Provider, including templates in Allscripts, changes in Lightning Bolt, add vacation requests, review Allscripts, night call and post call.
• Supervise daily workflow and make changes where needed to ensure clinic runs efficiently
• Monitor clinic processes and policies for compliance, communicate changes to employees, and make suggestions for improvement to Manager.
• Handle complaints from patients, referring physicians, and others outside of PAR and escalate to Manager when necessary.
• Provide guidance, direction and support to Pulmonary clinic employees on routine and non-routine issues.
• Assist with recruiting, interviewing, hiring, and promotion of clinic employees
• Facilitate new employee training
• Coordinate and monitor employee work schedules, lunch times, break times, PTO requests etc. to ensure clinic is adequately staffed
• Monitor staff to-do lists and queues to ensure efficiency and productivity
• Coordinate student externships with HR
• Order supplies and inventory
• Trouble shoot computer, phone, and other technology problems that may occur
• Attend Axis, Administration, and other meetings
• Complete special projects such as new patient work ins and Access Now patients
• Provide coverage for MA, front desk or call center if short staffed
• Adhere to Pulmonary Associates’ standards of excellent customer service to patients, caregivers, providers, coworkers, and those outside of Pulmonary Associates at all times
• Adhere to HIPAA policies and procedures to protect patient privacy and security

Qualifications

Education: High School Diploma or equivalent is required.

Work Experience:

• Over a year of experience in a healthcare setting required
• Over a year of management experience in healthcare preferred
• Over a year of Medical Assisting in a clinical setting required
• Allscripts PM and EMR experience highly desired
• Over a year of experience and/or exposure to marketing preferred

Knowledge

• Knowledge of medical office protocols and procedures
• Knowledge of medical insurances and reimbursement practices
• Knowledge of personnel management principles
• Knowledge of Pulmonary Associates’ employment policies
• Knowledge of marketing activities

Skills

• Skill in learning new computer software and web-based applications
• Skill in delegating and supervising workflow
• Skill in conflict resolution and de-escalating tense situations

Abilities

• Ability to coach, counsel, and motivate employees
• Ability to work under deadlines and stress
• Ability to recognize and respond appropriately to urgent situations
• Ability to effectively communicate verbally on the phone and in writing in email and EMR messages
• Ability to adapt to changes in policies, processes, and systems
• Ability to use good judgment
• Ability to identify and solve problems and make suggestions for process improvements
• Ability to establish and maintain effective working relationships with employees, providers, and administration

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Environmental/Working Conditions:

• Normal medical office environment.
• Travel in and around greater Richmond area to all PAR offices and to visit referring doctor’s offices. This would include areas as far out as Powhatan, Goochland, Colonial Heights, Mechanicsville, and other locations as needed.
• Requires use of employee’s personal vehicle and mileage is reimbursed at current IRS allowable amounts and guidelines.

Physical / Mental Demands:

• Sitting for long periods of time as well as occasional standing and walking.
• Lifting and carrying marketing materials.
• Manual dexterity for using a computer keyboard and office machines.
• Ability to view computer screens for long periods.
• Occasional stress related to workload demands