Office Manager
Job ID: R0022673 | Health Services Administrative | Full time | Charlottesville, VA
The Office Manager is responsible for the overall supervision and the operations of free-standing clinics and provider based clinics on behalf of the University of Virginia Physicians Group (UPG).

The incumbent is responsible for directing, supervising and coordinating activities of clinical, administrative and supervisory staff to ensure provision of quality and cost-effective care. Implementation of various delivery models, and new and expanded service lines. Responsible for management of network initiatives to include maximizing patient access, meeting of quality metrics, superior customer experience, optimizing revenue cycle, and supporting population health management. Incumbent will work closely with the CPG Regional Manager, CPG Clinical Manager, Billing Manager, CPG Pod Manager, UVA Credentialing and other applicable units of UPG.

  • Responsible for recruitment, and onboarding and supervisor of practice staff.
  • Cover for staff when needed and if licensed for clinical roles
  • Implement staffing models to support practice needs including Care Team, Team Care, Walk-in, etc.
  • Manage WorkDay processes to include staff recruitment, payroll, termination, and performance evaluation management.
  • Create work schedules, manage leave request and call rotation for staff and providers
  • Address performance and employee relations issues through the standard performance management process
  • In collaboration with CPG Regional Managers evaluate and make recommendations of compensation to include salary and bonus pay for staff.
  • Manage patient experience to include patient concerns related to CGCAPS survey results and Patient Relations reporting. Determine areas needing improvement and modify clinic processes.
  • Monitor and provide information to HR for Provider and Staff licensure
  • Schedule and conduct regular staff meetings to keep office staff and providers updated on clinic activities and network information.
  • Establish high functioning relationships with staff and providers that fosters support of the organization's mission, vision, financial and strategic plan and promotes team engagement
  • Ensure compliance with regulatory agencies that govern health care delivery and accreditation and ensure clinic standards of quality patient care. Monitor operations, programs, policies and physical properties to ensure regulatory compliance (OSHA, CLIA, COLA, JCAHO, HIPAA, etc.).
  • Oversight of clinical staff charge capture and documentation in EMR.
  • Oversight of administrative EMR work queues associated with Patient Access
  • Process vendor invoices for Accounts Payable process and process check requests
  • Respond to revenue cycle inquiries
  • Work with Providers to maximize patient access to optimize appointment schedule templates, update and revise
  • Participate in preparation of yearly budget, monitor budget variances and eliminate or reduce cost
  • Responsible for practice integration within the community through effective communication to ensure strong public relations and marketing programs.
  • Manage petty cash and monthly reconciliation
  • Prepare and ensure timely bank deposits
  • Manage practice facility maintenance to include office improvements and renovations
  • Ensure application and adherence of team members to office policies and procedures
  • Maintain patient records and practice documents according to record retention guidelines.
  • Liaison between office, other health care and community resources
  • Attend meetings as required
  • Other duties as assigned

MINIMUM REQUIREMENTS

Education:

  • High School Diploma or GED

Experience:

  • 3 years related experience in health care industry, or 1 year supervisory experience.
  • Knowledge and skills:
  • Working knowledge of CPT and ICD-9 coding.
  • In-depth knowledge of third-party payer reimbursement policies and procedures.
  • Basic knowledge of and experience utilizing a personal computer.

PHYSICAL DEMANDS

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.


COVID Vaccination Requirement

Due to the scope of President Biden's Executive Order 14042 issued in early September, all University employees, including remote employees, must receive their final vaccination dose by January 4, 2022, unless they have a University-approved religious or medical exemption. The University has updated policy SEC-045 to reflect these new requirements.

If hired by the Academic Division, excluding School of Medicine, School of Nursing, UVA Physicians Group, and the Health Systems Library, you will be required to provide proof of vaccination or be willing to be vaccinated by January 4, 2022. Academic employees may apply for a University-approved medical or religious exemption.

Note: Some medical and safety-sensitive positions require vaccination and are not eligible for an exemption. For more information on how vaccination requirements will apply to you, please visit the UVA New Hire Vaccination Requirements webpage.

Tina Rosson
Tina Rosson
Recruiter
Connect on LinkedIn

Charlottesville, VA
Charlottesville, VA 22908
Let’s talk about your future with UVA.
Contact me to learn more about our future opportunities.
Optionally, you can provide more information about yourself. We accept .doc, .docx, .txt and .pdf file types.
Tina Rosson
Tina Rosson
Recruiter
Connect on LinkedIn

Working here.

Since 1979, UPG has been the clinical partnership group managing, growing and providing direct patient care for all UVA entities. This strategic partnership allows UVA to expand on education, technology, diagnostics, resources and facilities while the teams at UPG can focus on managing and delivering high-quality, multi-specialty care.

The expansive network of UPG providers and clinical support teams work together to deliver world-renowned care to patients at UVA Medical Center in Charlottesville and in 24 primary and specialty care clinics located throughout central and northern Virginia.

Quality of Life

Charlottesville, Virginia is one of the nation’s most charming and picturesque places to live and work. Our area boasts many excellent restaurants, wineries and craft breweries; historic sites; Shenandoah National Park and Skyline Drive; and a great selection of homes in welcoming neighborhoods, as well as urban and rural locations. Public transportation is excellent, and you’re just a short drive from the beach or Washington, D.C.