Medical Clinic Office Manager
at SideKick

Date Posted: 1/16/2019

Job Description

Order Type : Direct Hire

Job purpose

This position is responsible for managing and supervising the daily operation of Physician Practice and Clinical Trials division by providing leadership, direction and administration to ensure accomplishment of objectives and goals. Standard objectives are maintaining and increasing efficiency, development, structure and organization of the Clinic and integration of the Clinic into The Institute as a whole.

Duties and responsibilities

Possess a clear understanding of the financial, operational, administrative and regulatory aspects of the Clinic.


Direct Supervision of:

Clinic Receptionist Position

Medical Billing and Coding Position

Medical Assistant Position

Clinic Assistant

General and Long Range Administrative Direction for: (operational, efficiency, productivity):

Clinical Trial Coordinators

Regulatory Specialist

Recruitment, hiring and development of clinic staff.

Supervise & coordinate the activities of subordinates

Effectively delegate work flow for optimization

Develop guidelines for prioritizing work activities, evaluation effectiveness, and modifying activities as necessary

Review & approve bi-weekly time records of subordinates

Approve sick and emergency leave in accordance with corporate policy

Establish & manage vacations for all subordinates ensuring adequate coverage

Schedule & conduct periodic departmental meetings with the clinic staff to inform them of any/all changes and to foster department cohesiveness

Personnel management and problem solving

Utilizing internal and external HR resources when needed.

Standardize procedures & initiate changes where necessary. Review procedures to determine more efficient & less costly ways to conduct clinic operations

Provide oversight, support and coordination of multiple clinical research studies to ensure the efficiency and accuracy of clinical studies through all stages and provide guidance to other clinical research staff and support personnel

Compliance and Regulatory

Keep physicians and staff informed of necessary insurance and legal changes with regards to operation the clinic

Adhere to practice compliance protocols and privacy standards as per clinic standard operating procedures

Maintain strict confidentiality; adherence to HIPAA regulations

Annual HIPAA compliance training

Participate, as needed, in the clinical trial regulatory processes as they relate to the evaluation, initiation, maintenance, closure of studies; internal and external audits of clinical trials, and other research activity


Ensure completion and/or completes of all commercial and Medicare Insurance applications and/or completes annual revalidations for uninterrupted billing ability

Ensure completion of insurance records and billing audits as requested by insurance company (quarterly to annual basis)

Federal Insurance

Ensure completion and/or completes Medicare Attestation:

Weekly and monthly reviews of Center for Medicare Service (CMS) information to ensure compliance and ability to attest

Annual Medicare Attestations: understanding that incomplete attestations create a penalty levied on all Medicare billings payable by clinic. Attestations are an incentive programs to avoid penalties

Quality Improvements for CMS:

Continual quality improvement initiatives

Monthly review of CMS newsletter

Stay up to date on CMS webinars

Instituting quality improvement initiatives into practice and patient services

State Compliance

Department of Business and Professional Regulation: maintaining certification


Responsible for all billing activities:

Delegation to subordinates and oversight of:

Accounts Receivable and Collections

Insurance claim filing

Charge & payment posting

Complete month-end reporting, balancing with RI Accounting

Adhere to budget requirements

Review all clinical and clinical trial office supply orders

Ensure need and necessity

Proper coding

Provide suggestions to management on avenues to raise clinic income

Other Duties

Perform other duties as deemed necessary by Clinic and Management

Backup to all Clinic Staff members in any position they might hold


College Diploma or equivalency. Ten or more years of experience in practice or hospital setting

Willingness or ability to work overtime when needed.

Ability to accept and take direction from others.

Possess the tact necessary to deal effectively with patients, physicians, and employees

Ability to motivate the employees within the environment

Possesses the ability to think clearly to make judgmental decisions in initiating policy

Possesses knowledge of modern office equipment, systems & procedures

Physical requirements

Position requires work in normal office environment a majority of the time.

#SK 961018

Job Snapshot

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