Office Manager for Medical Services

High school diploma or equivalent and 5 years of related experience

• Knowledge of both clinical and office management principles, including wide variation in the practices, policies, regulations, and operating procedures required of the variety of service lines throughout the health center.
• Working knowledge of practices, policies of the University Health Center and the University of Georgia.
• Ability to grasp scheduling concepts for multiple clinic needs.
• Exceptional verbal and written communication skills.
• Skilled in using Microsoft Office applications, particularly Outlook, Excel, Word, and Adobe.
• Outstanding organizational skills with attention to detail and record keeping.
• Demonstrate respect for confidentiality and consistently use discretion.
• Exceptional internal and external customer service skills are essential.
• Knowledge of modern office practices and procedures, along with working understanding of HIPPA/FERPA principles.
• Knowledge of medical language and ambulatory patient care workflow.
• Ability to manage large volumes of electronic data and files efficiently and effectively.
• Knowledge of Joint Commission on Health Care Accreditation Standards preferred.
• Knowledge of wide range of policies and procedures for greater than half of the Policies & Procedures of the Health Center. Responsible for keeping these policies updated and loaded to the manual.
• Knowledgeable of various continuing education allotments, budgets, and requirements across various service lines.

• Standing, prolonged sitting, typing complex and lengthy documents throughout the day with frequent interruptions and interactions.
• Walking limited distances.
• Pushing/pulling, lifting, bending, squatting and kneeling as needed.

• Provides direct support for Senior Director of Medical Services by managing daily/weekly/monthly schedule, including meeting schedule, clinical appointment scheduling, arranging and managing leave, composing and directing necessary scheduled/unscheduled communication with internal and external parties, providing communication and appropriate routing of incoming messages from students and their families, external partners across campus and the community.
• Manages short-term and long-term tasks and goals and projects under the provision of the SDMS office.
• Provides support for all reporting clinical lines to the SDMS, including lead clinicians in Primary Care and Gynecology Clinic, Psychiatry, Physical/Massage Therapy, Sports Medicine Clinic, Vision Clinic, Dental Clinic, Nutrition Services, Pharmacy, Radiology, and Laboratory Services.
• Maintains daily clinic schedules in the scheduling component of the University Health Center’s electronic medical record for all clinical service lines and providers.
• Processes and maintains leave records for entire Medical Staff and Clinical Support Staff. Assures minimum staffing guidelines are followed.
• Maintains current knowledge of UGA travel regulations and assists with travel authorizations and reimbursement.
• Maintains clinical manual policies and others for entirety of Medical Staff and Clinical Support Staff and Services.
• Prepares and maintains complex documents, reports, and other communications.
• Reconciles Medical Services Budget.
• Collaborates with SDMS, Credentialing Specialist position, and Medical and Clinical Support Staff for yearly bylaw management.
• Collaborates with HR and Informatics to arrange and schedule on-boarding needs and activities for new Medical Staff and Clinical Staff leads, as needed, which includes coordination of uniform orders.

• Provide support for multiple standing and ad hoc committees as needed.
• Prepares agendas, completing and distributing minutes and any necessary follow-up in a timely manner for each department/clinic/committee.
• Provides administrative support for clinical staff searches.
• Obtains and finalizes approvals for yearly committee Annual Reports.
• Serves as back up Administrative Support for other service lines, as needed.
• Tracks non-accidental injury reports, assisting SARC and UGA PD in managing this federally mandated campus data point.
• Performs other administrative and committee support duties as assigned.

• Maintain and prepare documents monthly for high-risk review in accordance with Medical Staff Policies and Joint Commission requirements.
• Prepares clinical peer review and reporting data for all clinical providers biannually in accordance with Medical and other Clinical Staff Policies and Joint Commission requirement.

• Prepares in-service applications required to obtain continuing medical education credit through Piedmont Athens Regional Medical Center.
• Assists with contact and coordination of monthly speakers who present case conferences.
• Tracks appropriate continuing medical education credits for staff participants.

• Organizes rotations and designs schedules of rotations.
• Serves as point of contact for all Medical Student rotations, communicating with wide array of Medical School program facilitators and administration.
• Oversees required competencies and immunization requirements for onboarding required of all students and residents rotating through UHC.