Office Manager

Position: Bilingual   Office Manager

Setting: Full Time / In Clinic 

About the Company:
At The SPEAK Center we believe that communication is an integral part of our lives and should be accessible to everyone. Our mission is to provide quality life-changing therapy to all. We offer clinic based, school-based and in-home speech and occupational therapy services throughout the valley. The SPEAK Center is based out of Chandler, AZ. We are looking for a full time bilingual Office Manager to join our small but mighty team! 

About the Role:
The Office Manager is responsible for office manager duties in a practice using specific knowledge of medical terminology and clinic procedures. The ideal candidate will lead daily operations along with helping to create a unique experience and customized value proposition for our patients. This individual will be a strong communicator via telephone, email, and in person as the first line of contact between patients and the office. 

Responsibilities

• Effectively manage office operations, processes, staff scheduling, and assure excellent SPEAK Center brand experience for all.
• Answer telephones and direct calls to appropriate staff.
• Assist with scheduling appointments.
• Manage patient authorizations.
• Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
• Transmit correspondence or medical records by mail, e-mail, or fax.
• Maintain medical records, technical library, or correspondence files.
• Receive and route messages or documents to appropriate staff.
• Send documents, case histories, or forms, such as intake or insurance forms and maintain them securely.
• Operate office equipment, such as voice mail messaging systems, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, financial statements, letters, case histories, or medical records.
• Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
• Perform various clerical or administrative functions, such as ordering and maintaining an inventory of supplies.
• Maintain therapist certification records and update as needed.
• Compile and record medical charts, reports, or correspondence, using a computer or related digital devices.
• All other duties as assigned.

• Oversee and enable effective and efficient office operations.
• Answer telephones to direct calls or provide information; maintain medical records; transcribe spoken or written information, compile data or documentation.
• Schedule appointments, prepare documentation for contracts, transactions, or regulatory compliance; send information, materials or documentation.
• Greet customers, patrons, or visitors, refer customers to appropriate personnel, relay information between personnel.
• Operate office equipment, collect deposits, payments or fees.
• Maintain financial or account records, arrange services or reservations for patrons, prepare business correspondence, order materials, supplies, or equipment.

Requirements:

• Bilingual (English and Spanish) experience is required.
• Bachelor's degree in healthcare administration preferred or equivalent Medical Office Manager certification preferred.
• Previous work-related skills, knowledge, and 3+ years of experience in a clinical environment.
• Experience working with children.
• Proficient in technology and digital tools such as Google Suite, Excel, etc..
• Experience managing electronic medical records.
• Must have a high level of accuracy.

Success Factors / Job Competencies

• Working with computers – Using computers and computer systems (including hardware and software) program, enter data, or process information.
• Performing for or working directly with the public – Performing for people or dealing directly with the public. This includes serving customers, receiving clients or guests.
• Making decisions and solving problems – Analyzing information and evaluating results to choose the best solution and solve problems.
• Organizing, planning, and prioritizing work – Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Resolving conflicts and negotiating with patients – Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Performance Standards

• Being honest and ethical.
• Willingness to be accountable for results.
• Being careful about detail and thorough in completing work tasks.
• Maintaining a professional work environment.
• Being sensitive to others' needs and feelings, while being understanding and helpful on the job.
• Willingness to take on responsibilities and challenges.