JOB TYPE:

Office Manager

HOME COMPANY:

Gulf Coast Spine

REPORTS TO:

Clinical Operations Manager

FLSA STATUS:

Non-Exempt

PRE-REQUISITE:

none

UPDATED/REVIEWED:

3/25/2025

SCOPE OF RESPONSIBILITIES

A nonexempt position responsible for overseeing the Clinic Offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different functions be performed when circumstances change or exigencies require (this includes but is not limited to emergencies, changes in personnel, workload, rush jobs, or technological developments).

1. Responsible for training and orienting new clinic staff to the policies, procedures, Standards of Conduct and clinic operations.
2. Works cooperatively and respectfully with all Providers and Executive Team.
3. Responsible for oversight of patient demographics; insurance verification related to patient accounts.
4. Works cooperatively with the assigned Certified Coders of Medical Office Clinic and able to answer patient financial questions and or act as liaison between patient and billing department.
5. Assist patients with financial inquiries and act as liaison between patient and billing department.
6. Ensures staff at site are fully trained in in insurance requirements and are up to date with changes identified by the insurance payors
7. Establish processes to ensure as many appointments as possible are being utilized and billed at the site.
8. Using critical thinking skills and sound judgment, resolves patient, employee, and clinic issues and communicates with appropriate management and/or Executive Leadership.
9. Responsible for clinic personnel management to include hiring, evaluating performance and performance coaching and counseling.
10. Communicating with the Clinical Operations Manager and Human Resources regarding severe performance issues, recommendations of termination.
11. Coordinates with the Clinical Operations Manager and Human Resources to ensure sufficient staffing of the clinic.
12. Ensures all records, reports, logs, minutes, and documentation are kept current and in compliance with any regulatory and company policies and procedures.
13. Acts as the organizations representative with patients using knowledge, listening and critical thinking skills to address patients’ questions and concerns.
14. Orders all supplies and equipment necessary for the efficient operation of the clinic.
15. Attends and actively participates in meetings as assigned by the Clinical Operations Manager and/or Executive Team.
16. Provides current information on organizational initiatives and changes through regular staff meetings.
17. Engages in studies and investigations related to improving delivery of services and recommends changes in the systems that would result in a more effective and efficient operation.
18. Monitor the clinic and staff to ensure that it remains safe, secure, and well-maintained.
19. Models’ professionalism by example through adherence to BioSpine policies and procedures.
20. Demonstrates positive customer services and ensures clinic staff meet those standards including interpersonal communication and professional conduct expectations.
21. Identifies needs and provides opportunities for staff to acquire and maintain knowledge through informal training and development programs geared towards patient relations areas.
22. Leads and supervises clinic staff regarding regulatory standards and requirements with compliance in all clinical areas.
23. Coordinates administrative requests and needs with the Clinical Operations Manager.
24. Monitors Facilities supply and equipment needs of the clinic.
25. Any tasks needed to ensure the continued functioning of the organization.