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Office Manager


Division/Department:  Management

Location:  IM&PC, New Albany, MS

Job Title:  Office Manager

Reports to:  Eric Harding, MD & Shane Scott, DO-Managing Partners

Level/Grade: Regular Full-Time, 40 hours per week



Perform secretarial duties using specific knowledge of medical terminology and clinical, laboratory and hospital procedures.  Duties may include scheduling appointments, billing patients, and compiling and recording medical charts, reports and correspondence.  Will be responsible for developing and maintaining the provider schedules and the release there of to the appropriate staff.  Must be able to create Word, Excel, and PowerPoint presentations.  Must be able to operate phone system, fax, copier, calculator and other basic office equipment.  Must be able to communicate effectively in writing and when speaking to others. Will be responsible for the ordering of supplies for the clinic on both the medical and clerical side when the Administrative Assistant is unable to do this or on vacation. 

  1. Responsible for placing ads for new employees and setting up interviews for said positions.
  2. Responsible for OnBoarding of all new hires, to include their week of Orientation
  3. Maintain the Employee Handbook and update when needed.
  4. Stay apprised of latest HR rules and guidelines and keep Managing Partners informed of any changes that will affect clinic.
  5. Will be responsible to rotate working Saturday shifts with the Management Team at the Front Desk Staff and all the duties that job entails (See Front Desk Job Description for details).
  6. Policy and Procedure Manual for Front Desk/Phone Room/Admin – develop, implement, oversee and maintain the utilization of protocols placed in the manual.  Ensure all employees are professionally trained on each protocol and apprised when new protocols are put in place.  Advise other department heads when protocol effects their department.
  7. Work with Administrative Assistant on Provider scheduling to provide maximal utilization and efficiency of appointment availability while balancing provider time off/requests.  Make sure all Provider time off requests are documented properly in the payroll system to track accordingly.
  8. QuickBooks-maintain and balance QuickBooks along with CPA to track incoming payments, receipts, invoices.  Invoice renters monthly and follow-up to ensure timely payment of rental income.  Invoice BMHUC for pediatric call monthly.  (This is done for 11 different accounts in QuickBooks.)
  9. Work with CFO Center, Dan Bartley-provide any excel documents, pdf files, word files that may be needed.  Be present and available to answer any questions that may arise concerning any documentation presented to CFO Center at meetings between Dan Bartley and Managing Partners.
  10. SI Coordinator Backup-responsible for maintaining SI website and adding/deleting staff as needed.  Will schedule SI meetings as directed by Managing Partners if Administrative Assistant unavailable to do so.
  11. Process Payroll – Will be responsible for processing payroll and all that entails for all employees, hourly and salaried.  Will work with Alliance Payroll Company to ensure that payroll taxes are processed and W2s are printed each year.
  12. Certified Coder-will also maintain certification with AAPC for certification as a professional coder.  Will help the Billing Manager do chart audits as needed.


Two or more years experience in medical office setting-preferred, not required
Two or more years experience in Management-required
High School Diploma or GED required
College degree in business management-preferred


Location - IMPC

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