ALL Pediatrics (ALLP), a premier NORTHERN VA peds practice with its main office in Alexandria, is looking for an OFFICE MANAGER for its 4 provider LORTON office.
The OFFICE MANAGER reports to the Practice Administrator, but works most closely with the MEDICAL DIRECTOR for the office on day to day matters.
This individual should be able to prioritize competing demands, and generally be a “problem solver”.
The Office Manager should provide structure to the office with a degree of flexibility. The position requires computer literacy and the ability to master the practice’s EMR system with training.
She/he should be an excellent communicator, be articulate, have very good written communication and be able to deal with upset parents as well as provide moral support to the staff.
The position requires a high degree of initiative, sound judgment, flexibility and the ability to work with minimal supervision.
The ideal candidate will work as part of a very strong team of Managers who benefit from each other’s’ experience. She/he will bring new and fresh ideas to help ALLP meet the constant demands of a changing healthcare environment.
Primary Duties of the OFFICE MANAGER:
Provide leadership to the office. Function as a creative problem solver that who can prioritize in a fast-paced environment. Ensures that the office is patient/parent friendly and that staff project the mission of the office to provide high quality care as the patient’s “medical home”. Ensures strong staff teamwork and high staff morale with the goal of retention of strong performers.
Monitors and adjusts provider schedules to respond to both daily and seasonal demands. Assists the Appointment Desk and Triage staff with patient work-ins when appropriate. Monitors the patient flow and adjusts schedules when necessary.
Oversee the scheduling of the nursing staff and front desk staff to ensure coverage for the office. Monitor performance of the nursing staff on the floor. Assist staff if an area is overwhelmed or if a float nurse is not available. Oversee the front desk staff to ensure they collaborate with the clinical staff.
Develop proficiency on the practice EMR system. Orient and train new staff, new providers, and locum tenens. Increase monitoring level of new staff to assure they reach required proficiency during probationary period.
Complete payroll hours report for assigned FTE's on a biweekly basis. Work closely with the Assistant Administrator regarding HR matters.
Perform annual evaluations of staff. Submit evaluations to the Assistant Administrator for review and signature. Address performance issues as they arise using progressive discipline when necessary.
Oversee vaccine inventory and ensure proper quantities are ordered. Perform a routine vaccine inventory monthly per office policy.
Ensure office and examination rooms are stocked with instruments and other supplies; maintain adherence to strict infection control standards, universal precautions and hand hygiene.
Handle complaints/concerns from parents on issues that occur within the clinical setting to help improve patient care and customer service.
Ensure that nursing documentation is accurate and meets ALL Pediatrics standards, ensure that all necessary forms are completed appropriately and in a timely manner. Coordinates and monitors incoming labs and newborn metabolic screens
Ensure that all regulatory criteria, (clinical, safety and confidentiality) are adhered to in the office.
Oversee office within the financial guidelines of the practice. Comply with practice policies and procedures on supply ordering. Monitor critical indicators for the office providing monthly reporting feedback to Practice Administrator.
Ensure physical plant is well maintained. Work with building engineers and management staff to ensure its safety. Oversee cleaning contract to ensure the clinic meets the standards of the practice. Ensure staff contributes to a clean and tidy workplace.
Take weekend/holiday On-Call Phone Support as part of the Manager rotation (1 in 5 weekends).
Contribute to the quality improvement efforts of the practice regarding general clinical quality, patient wellness management and clinical program development. ALLP is committed to the establishment of a PCMH model to serve our families.
As part of the Management Team, ensures that ALLP is meeting the requirements of its Pay for Performance plans with the goal of maximizing revenue for participation and quality performance. Coordinates with insurer's patient care coordinators and helps with referral of patients that may benefit from care coordination. Ensure that office providers are engaged to help better coordination of care.
Current Virginia RN or LPN required
Minimum 5 years nursing experience in outpatient or urgent care and 5 years of supervisory experience. Asthma experience is a significant plus.
Must be computer literate and comfortable with adopting emerging medical office technologies. Must have EMR experience.
Must have private transportation (able to attend meetings and/or assist other offices when needed).
Additional Salary Information: •Generous Paid-Time-Off plan (17 days per year Years 1-4, 22 days Yr 5)
•6 paid holidays
•Paid medical and dental plan
•Paid Life/Accident/Disability Ins
•Paid retirement plan equal to 3-5% of salary after first year, optional 401K
•Free office based medical care for staff children
Internal Number: LTMGR
About ALL Pediatrics
ALL Pediatrics is an area leader, and holds the distinction as Children’s National Medical Center’s pilot practice for its regional pediatric EMR, launched in 2008. It has taken a leadership position in the implementation of BRIGHT FUTURES guidelines into pediatric EMR templates for the DC Metro area, and pioneered a structured asthma program for children that has been shared with and copied by multiple regional pediatric practices.
ALL Pediatrics physicians have held key leadership positions including the past President of VA AAP, as well as past Chair of the Pediatrics Department of one of northern VA’s major hospitals.