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WVU Medicine · 1 month ago

Office Manager II - GRMC/PVH

Potomac Valley Hospital (PVH)

Full-time

Onsite

Entry, Mid Level

$46K/yr - $69K/yr

2+ years exp

WVU Medicine is seeking an Office Manager II to organize and coordinate office operations for the Emergency Medicine/Hospital Medicine/Intensivist departments at GRMC. The role involves maintaining department records, conducting special projects, and acting as the key contact for physicians and advanced practice professionals.

Health CareHospitalMedical

Responsibilities

Answers telephones, screen calls, takes detailed messages and provides information as needed

Sorts and distributes mail

Maintains up-to-date phone log for staff

Monitors and maintains/orders office supplies/equipment as needed

Prepares work orders for repairs

Coordinates meetings and organizes catering in person and/or via Microsoft Teams

Arranges catering needs for special occasions

Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration

Maintains Medical Director’s calendars

Completes monthly department credit card reconciliation

Completes all WorkDay invoice coding in a timely manner

Utilizes EMR to respond to internal/external queries

Assists in maintaining department employee records

Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures

Ensures new providers are EMR trained prior to start

Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)

Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns

As designated delegate, works directly with providers to complete any travel and/or purchase reimbursements in WorkDay; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider

Updates all CME purchase details/balances

Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed

Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO

Completes monthly Independent Contractor Timesheets/Invoices

Collects and files monthly Medical Director timesheets (reports out when needed)

Completes all provider extra duty hours for the Administrator

Calculates and forwards Acute Resource Group monthly hours to administration

Provides leave of absence assistance working with Absence Manager & WVUM LOA Team

Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices

Ensures WC1 forms are completed and submitted in a timely manner

Assigns patients to Hospitalist providers (Daily assignment)

Assists providers with death certificate completion

Assists Medical Director in annual evaluation completion

Conducts research to develop outcomes for special projects

Completes grievance reporting and letters

Creates presentations and reports for Medical Director

Maintains all EMR metric reports

Assembles daily, weekly, monthly, and yearly patient census reports

Completes weekly dashboards

Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, works with providers to complete charts in a timely manner

Maintains patient transfer reports

Coordinates with Hospitalist Medical Director to record and report excess duty volume incentive data to Administration

Manages monthly time study and sends to CFO

Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment with credentialing, reappointments, and onboarding

Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.) and organizes arrangements for certification training

Works closely with Case Management for denial letters

Assists Stroke Coordinator/Trauma Manager as needed

Qualification

Healthcare administrative experienceMicrosoft TeamsEMR utilizationAdministrative experienceOrganizational skillsCommunication skillsTeam collaborationTime management