Regional Office Manager

Job Description/Summary
 

PRIMARY FUNCTION

 
The Regional Office Manager is a non-licensed worker who has completed an on-the-job training program.  The primary function of the Regional Office Manager is to help facilitate efficient operations of the front offices in designated region, ensuring that each facility is following Encore’s policies and procedures.  Assist the Regional Vice President and Clinical Directors with supervision of general office operations and personnel in each facility within their region.   
 
RESPONSIBLE FOR
 
Identify and address problems in each facility to ensure accurate and efficient operation of the facility.  Periodically review clerical staff’s job performance in each location.  Assist in opening and set up of new facilities when necessary.  Help facilitate training and coverage for clerical staff in the clinics.   Performs facility audits on a regular basis, oversees facilities AR and co-pay sheets.  Assists with EOM report generation.
 
SPECIAL DEMANDS
 
Accept responsibility and respect authority: Demonstrate good judgement and efficient decision making skills.  Able to work under pressure and able to accept constructive criticism.   Hold in confidence employee files and medical records of all patients.  Able to work with          individuals of all ages and backgrounds. Must have ability to communicate effectively with supervisors and staff. 
.
QUALIFICATIONS
 
Education:     Must have completed the twelfth grade level of school.  Business degree desired.
Experience:   Previous experience in Medical Office Management.  Demonstrate adequate                               knowledge and understanding of computer operations and software applications.  
 

SUPERVISION

 
Works under the direct supervision of the Director of Reimbursement.
 

WORK PERFORMED

 
Management:  Review front office operations at each facility within region, to include training and assistance to Clinical Director with supervision of staff.  Assists Clinical Directors with yearly evaluation of staff, interviews and employee dismissals if requested.  Periodically holds        regional training meetings with Clinic Coordinators to improve training and facilitate improved operations. Regular meetings with Clinical Directors to go over their facilities audit results and accounts receivable reports.  Report findings of all meeting, audits and problems to supervisor in written form, report any unusual findings or difficulties with accounts to the        Director of Reimbursement.
 
Policies and Procedures: Monitors all Business Office Policies and Procedures within each clinic location to ensure proper adherence to all policies, current version of forms being utilized and Red Manual is current.   Report to Director of Reimbursement with needed areas of improvement and suggest any policy changes.   Performs audits to ensure compliance with Encore and Medicare guidelines.  Copies of audits are to be distributed to the Clinical Director and Regional Vice President for that facility; as well as immediate supervisor.  
 
Computer:  Troubleshoot computer problems and find resolutions.  Monitor computers for regular maintenance and compliance to Encore’s computer policy regarding usage and downloading of software.  Ensure virus protection is working, being utilized and updated. 
 
Personnel:  When possible fill in and assist clinic staff as needed due to illness, vacation, or when job load necessitates for any reason.   Assist staff when needed and help them to facilitate efficient running of their facility.  Provide training and assist the Director with interviewing, hiring and discipline of office staff when needed. 
 
Daily Tasks:  Ensure that all facilities within designated region are adhering to all of Encore’s Business Policies and Procedures.  Assist Clinical Director with troubleshooting various office problems and facilitate solutions.  Assist Regional Vice President with opening and acquiring of new facilities, to include initial setup of front office and staff training.  Supervises management of daily operations at “home base” location.   Work as a liaison between the CBO and Clinics.
Timely and accurate completion of clinic EOM reports.  Monitor progress toward Focus Factor goals, and addresses any problems within clinic preventing achievement of these goals.  Provide monthly summary of Focus Factor findings to Regional Vice President and Supervisor.   
 
Other Duties:  As assigned by the Director of Reimbursement.