Co-Office Manager and Patient Care Coordinator

We are an innovative medical office in picturesque downtown Mill Valley. We specialize in treating complex patients with pain conditions, mood disorders, and/or addictions. We provide a high level of care to private pay patients. This position will involve a mix of financial management, office management, and patient care.  A new hire would start out doing primarily patient care work learning how the office runs and then begin integrating into an co-office management role over a period of a couple months. This position will be working with current office staff, a doctor, nurse practitioner, and psychotherapist, and requires an ability to be multi-faceted, organized, and empathetic.

Patient Care related tasks may include, but are not limited to:

·         Answering phones and addressing patient needs, or appropriately routing the call

·         Scheduling

·         Calling prescriptions into pharmacies

·         Completing prior authorizations and helping patients with medication/pharmacy related logistical issues

·         Documenting and relating patient messages to providers

·         Coordinating care among internal or external providers

·         Medical records requests, filing, and pulling charts

·         Explaining our services and/or treatment options to caller, patients, and family members

·         HIPPA compliance and handling all information with sensitivity

Financial Management related tasks may include, but are not limited to:

·         Billing patients or contractors for services

·         Updating billing information and keeping appropriate notes in customer ledger

·         Checking mail and depositing incoming checks

·         Posting, tracking, and paying bills

·         Pulling monthly, quarterly, and yearly financial reports for the medical director/owner

·         Coordinating with our CPA office

·         Reconciling all accounts

Office Management tasks may include, but are not limited to:

·         Scheduling office maintenance services as needed

·         Responding to and addressing intraoffice issues and complaints from employees and sub-leasers

·         Ensuring daily functions and infrastructure are running properly and efficiently (phones, internet, printer, QuickBooks, etc)

·         Improving office work flow and documenting procedures

·         Reviewing employee hours and running bi-weekly payroll

·         Ordering supplies

·         Managing employee benefits

·         Renewing permits, licenses, affiliations, and memberships required of a small business and medical practice

·         Advertising and Marketing

·         Responding to high-need or complex patient situations

Please send a cover letter that addresses your short-term and long-term goals, your schedule, and describes your relevant experience. Please attach a CV or resume. Applications without these elements will not be reviewed. Send all materials via email to [email protected]; do not call the office. We will contact qualified applicants for a phone interview before scheduling a meeting with the physician.

Pay is determined based on experience, $30-35/hr

Requirements

Minimum Requirements:

·         Familiarity and comfortability with computers and the ability to learn and navigate new software

·         A team player who is also able to work independently with little supervision

·         Long-term commitment of at least two years

·         High School diploma required, BA or BS preferred

·         Fast-learner and problem-solver with a non-judgmental attitude

·         Ability to articulate complex information clearly

·         Attention to detail and ability to track tasks until completion

·         Excellent organization and clear written communication

·         Desire to cultivate long-standing professional relationships with patients, co-workers, supervisors, and vendors

Benefits

Competitive PTO plan

Employer sponsored Health, Dental, Vision, and Life insurance

Located in beautiful downtown Mill Valley