Office Manager

Allied Digestive Health is one of the largest integrated networks of gastroenterology care centers in the nation with over 200 providers and 60 locations throughout New Jersey and New York. As a fast-growing physician-led organization, our dynamic structure encourages physician input and decision-making, while simultaneously offering operational support. Our dedicated, compassionate team of providers prioritize personalized treatment plans for patients that deliver the highest quality of care. All of our doctors are board-certified in gastroenterology and hepatology. Several of them serve as chief of gastroenterology at nearby hospitals, and a number of them have been recognized as top-quality physicians in publications, including but not limited to: Best Doctors in America and Top Doctors New Jersey, and US News Health - US News & World Report.

We are excited to announce that we are looking for a Full-Time Office Manager at our North Shore Gastroenterology Office in Great Neck, NY.

The Office Manager responsibilities are:

• Communications liaison between the office and external vendor or source; additional representation of the practice
• Proficient navigation of EMR systems and other applications; ability to supplement output of group by performing tasks alongside non-licensed associates when appropriate
• Supports and assists the Practice Administrator in the development of clinical and operational policies & procedures, marketing and business development plans. Maintains up to date in-house employee manuals, compliance plans, HIPAA policy and procedure documents within approval of governmental and regulatory bodies. Partners with Practice Administrator in devising and implementing optimal applications of practice management reporting.
• Partners with Practice Administrator in maintaining employee/personnel records including but not limited to onboarding requirements, signed acknowledgements, performance documentation, etc. Expected to hold an active role in performance management including hiring, termination, annual performance reviews, etc. alongside Practice Administrator and Human Resources department. Revised 11.25.24 SLB
• Delegated to correct and approve employee timecards and time off requests in absence of the Practice Administrator. Oversees staff schedules and attendance trackers created/managed by Supervisor roles
• Ensures optimal patient & physician schedules including office visits, procedure schedule, ancillary services. Monitors EMR schedule to reflect up to date physician time off and site closures. Pairs with Practice Administrator and Administrative Assistant in solidifying on-call physician schedule, coordinating mass marketing announcements, etc.
• Oversees maintenance and contracts of office & medical equipment; coordinates staff training on medical equipment with other members of leadership team- reviews competencies conducted by Supervisory team.
• Familiar in physician credentialing and recertification processes/requirements; pairs with Administrative Assistant in obtaining necessary documentation for filing purposes. Creates and maintains physician credentialing binders and obtains governing body approval when needed.
• Partners with Practice Administrator and Human Resources to design and/or revise employee job descriptions as operations changes and technology develops. Maintains record of open/closed requisitions and applicant status; reports to Practice Administrator with expected timelines of onboarding, training, probationary period, etc.
• Oversees inventory ordering with Supervisors involved in ordering office and clinical supplies; collaborates with Accounting to ensure practice's financial responsibility in timely payments and spending within budget. Monitors monthly P&L reports; partners with Practice Administrator on areas of opportunities
• Develops monthly written reports for physicians' partner meetings to discuss practice issues and outline past months' events and future plans. Partners with Practice Administrator in developing/coordinating quarterly staff meetings; holds as needed staff meetings for role-specific agendas
• In-depth involvement in accreditation standards, policy and procedure, manufacturer guidelines

Works varying or longer schedules, if Practice needs require.

• Displays consistent positive and polite approach towards patients, customers, vendors, and co-workers
• Maintains clean, orderly and organized workstation • Reliable and flexible, keeping absences and tardiness to a minimum, acceptable standard
• Works out of other local offices, as directed
• Performs other duties as required

The Office Manager must have the following qualifications and experience:

• Masters degree and 1 years experience managing a health care facility/group practice (OR) Bachelors degree and 3 years experience managing a health care facility/group practice
• • Gastroenterology office experience preferred

• Minimum 3 years of office management experience required

• Local travel may be expected for this position; reliable form of transportation to/from work required

We offer a competitive base salary, generous benefits, including: Medical, Dental, Vision, Life Insurance, Voluntary, Time-Off Benefits, EAP, 401K and Commuter Benefits.