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American Oncology Network · 3 days ago

Office Manager

Fort Wayne, IN

Full-time

Onsite

Mid, Senior Level

$50K/yr - $87K/yr

5+ years exp

American Oncology Network is a healthcare organization seeking an Office Manager for their Fort Wayne Medical Oncology and Hematology location. The role involves overseeing staff and operations, ensuring compliance with policies, and maintaining financial accountability while providing support to the front office team.

Health CareHealth DiagnosticsMedicalOncology

Responsibilities

Supervise and coordinate the activities of the personnel in specific sites. Functions as an integral part of the front office team in order to complete daily work

Responsible for operations on-site in concurrence with corporate policies. Will consult with director and other areas such as, laboratory, managed care, human resources, and business office to ensure good working relationship

Work with Clinic Finance Manager, financial counselors, and front office staff to collect all possible payment at the time of visit

Oversee all aspects of the handling of personnel issues

Meet with patients as necessary regarding any complaints of service or regarding the facility

Develop guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary. Maintain staffing level according to approved positions

Arrange on the job training programs for new employees as required. Conduct staff meetings on a regular basis. Attend meetings of clinical personnel, managed care, billing/ collections department as necessary to serve as liaison to the clinic staff

Responsible for shipping tickets, packing slips and work orders from vendors at designated facilities. Prepare supply purchase requisitions. Responsible for submitting documentation to Accounting for reimbursable expenses

Verify accuracy of the daily bank deposit and make the deposit daily

Responsible for ensuring that backup is performed of all next day orders in Onco/EMR

Complete quarterly expense reports for the physicians and submit them to corporate accounting

Assist with mergers on an as needed basis

Ensure that a high level of cleanliness exists in the facility at all times. Take necessary steps to ensure the buildings and grounds are in good operating condition

Follow up and resolve any violations cited by OSHA, fire inspector, etc

Monitor all nursing information requested by auditors and insure timely completion of each request

Maintain and ensure the confidentiality of all patient and employee information at all times

Comply with all Federal and State laws and regulations pertaining to patient care, patient’s rights, safety, billing, and collections. Adhere to all AON and departmental policies and procedures, including IT policies and procedures and Disaster Recovery Plan

Ensure that all employees run a daily close and all closes are in balance

Keep office and personal work area and records in a neat and orderly manner

Ensure the physical building and all equipment are safe for use

Maintain all company equipment in a safe and working order

Provide daily direction and communication to employees so that departmental work is performed in a timely, efficient, and knowledgeable manner

Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives

Provide continual evaluation of processes and procedures. Responsible for suggesting methods to improve area operations, efficiency, and service to both internal and external customers

Address disciplinary and/or performance problems according to company policy. Prepare warnings and communicate effectively with employees on warnings and make effective/appropriate decisions relative to corrective action as required

Provide performance feedback and coaching on a regular basis to each team member. Write and administer performance reviews for skill improvement and submit to Director and Human Resources on time

Be available for employees who experience work problems providing appropriate coaching, counseling, direction, and resolution

Ensure employees have appropriate training and other resources to perform their jobs

Respond to and resolve employee relations issues expressed by team members; create and maintain high quality work environment so team members are motivated to perform at their highest level

Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency/effectiveness

Project a favorable image of the companies to promote its aims and objectives and foster and enhance public recognition and acceptance of all of its areas of endeavor

Keep immediate superior promptly and fully informed of all problems or unusual matters of significance and takes prompt corrective action where necessary or suggests alternative courses of action that may be taken

Perform all necessary supervisory functions to effectively and efficiently manage the personnel assigned: Interview and make hiring decision for any open position in the clinic with the Manager/Director and/or Head Nurse Ensure employees have appropriate training and other resources to perform their job Communicate areas of accountability and performance expected of personnel assigned Determine standards of performance as a basis to review progress of personnel assigned Recommend salary adjustments, transfers, promotions and dismissals and submit information to Director Address disciplinary and/or performance problems according to company policy. Prepares warnings and communicates effectively with employee on disciplinary actions Create and maintain a cooperative and harmonious working climate conductive to maximize employee morale and productivity Approve time-off requests in a fair manner while ensuring adequate staff to maintain work productivity Develop individuals for future advancement by coaching and training Approve bi-weekly timecards for accuracy

Qualification

Healthcare ManagementOncology ExperienceHuman Resources ManagementLeadershipMS Office ProficiencyCustomer ServiceSelf-ManagementCommunication SkillsInterpersonal SkillsCritical Thinking

Required

High school education required; Associates degree required; Bachelors preferred

Valid state Driver's License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required

5 years experience in Physician Practice or Healthcare; oncology preferred

2-4 years experience in a front office setting

2 years management experience

Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment

Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters

Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback

Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations

Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required

Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites

Effectively lead and facilitate group discussions, coach, mentor, motivate, and engage others to align to a common goal. Ability to effectively lead projects from inception through implementation and assessment

Effectively hire, coach and support staff develop, as applicable, as well as manage resources, performance and employee relations, and supervise within established policies, procedures and legislation

Proficiency in MS Office Word, Excel, Power Point, and Outlook required

Company

American Oncology Network

American Oncology Network provides support and ancillary services for oncologist and cancer patients. It is a sub-organization of Cancer & Blood Specialists of Arizona.

Founded in 2017

Fort Myers, Florida, USA

1001-5000 employees