Medical Practice Office Manager
About the company:
Mindful Health Solutions is a leading outpatient psychiatry group practice dedicated to freeing patients from the burden of mental illness. We are transforming outpatient mental healthcare by providing advanced, evidence-based interventional treatments including Transcranial Magnetic Stimulation (TMS) and Esketamine therapy. TMS is an effective, non-invasive, FDA-cleared therapy for drug resistant depression. Esketamine (ESK) via SPRAVATO® a prescription medicine, administered by nasal spray, and used along with an antidepressant to treat Adults with treatment-resistant depression (TRD). Led by nationally recognized clinical experts we offer compassionate, comprehensive mental healthcare. Our medical clinics are specifically designed to provide our patients, practitioners, and employees with a modern, relaxed, people-centered experience.
About the role:
We are looking for a proven Medical Practice- Office Manager responsible for hand-on management of the daily operations of our Newport Beach and Mission Viejo clinics. This includes efficient management of the front office operations, patient satisfaction and service delivery, provider support, inventory and expense control, and teammate engagement. This position will have direct responsibility for the delivery of quality patient experience and cultivating a ‘Patient First” mentality to clinical support staff. This Includes clinic-based team development and process improvements that support the company’s mission and values.
Responsibilities
- Oversee the administration of in-office and remote telemedicine operations. Direct and monitor the daily operations, including but not limited to, patient services and operations support, business services and financial management, schedule preparation, attendance/timekeeping and personnel/payroll.
- Supervise and train assigned staff; evaluate and document the performance of staff; recommend disciplinary action when necessary. Provide work direction and technical guidance for staff.
- Ensure adequate provider and staff coverage, adjusting for absences to ensure compliance with coverage requirements.
- Ensure patient medical records, clinic logs and other documentation thorough and properly maintained
- Ensure front office team accurately maintains patient schedule and insurance information
- Promote excellent customer service, problem solving and timely follow up to patients, providers, and other teammates
- Manage general administration support for providers.
- Assist with budget development and preparation, as well as monitoring office budgets. Review periodic budget reports to compare actuals against forecast; provide explanation of variances and make process recommendations as necessary
- Order and maintain office supplies and equipment; maintain inventory records of controlled substances in accordance with compliance procedures
- Provide administrative support in special projects
- Other duties as assigned
Qualifications
- 3+ years of recent experience as an Office Manager in a fast -paced medical practice outpatient clinic setting, mental healthcare experience a plus
- Ability to deliver superior customer service to all patients, providers, teammates and vendors. An outstanding phone presence is a must
- Must maintain professional appearance and demeanor and interface well with patients in a mental-health setting
- Experience with electronic medical record systems required
- Excellent written, oral, and presentation skills including strong MS Office skills
- Proven conflict resolution and problem-solving skills
- Efficient self-starter with strong attention to detail and strong follow up skills
- Practical knowledge of PHI and HIPAA regulations
- Exceptional multi-tasking skills and the ability to perform well in a fast-paced environment
- Connection to our mission and values and a deep commitment to improving patient experience
Pay range: $70k - $80k annually.
This information reflects the anticipated base salary range for this position based on current national data. Minimums and maximums may vary based on location. Actual pay will be adjusted based on an individual's skills, experience, education, and other job-related factors permitted by law. The employee may be eligible for bonuses and other forms of compensation.
