Medical Office Manager

Description

The Medical Office Manager oversees clerical duties and a busy waiting room for the Health and Counseling Center at Keuka College. This position requires well-developed office management skills with an emphasis on all Google and Microsoft platforms. Additional aspects of this position include working with multiple supervisors, healthcare providers, counselors, and students ensuring strict confidentiality practices.

Essential Responsibilities:

• Coordinate daily operations of the Health and Counseling Center while maintaining a professional workplace.
• Schedule and coordinate appointments for all full and part-time health and counseling professionals, interns, and field period students, to optimize student satisfaction and facility efficiency.
• Create and update student electronic and other health records for all Keuka College students within PyraMED system.
• Provide telephone and clerical assistance such as typing, proofreading, creating forms and documents, filing, photocopying, and faxing for all health and counseling staff.
• Work with health insurance companies to ensure prior authorization for certain student health visits.
• Work with PRL and Finger Lakes Health representatives to correct coding questions with the providers on student bills. 
• Understand EHR Medent and work with FLH to ensure accurate medical billing.
• Access NYSIIS (New York State Immunization Information System) for verification of NYS student immunization records. Enter all data into the EHR for compliance.
• Manage office and interactions with students to ensure confidentiality of information and protection of sensitive issues for health and counseling. Ensure compliance with HIPAA and FERPA under all circumstances, including but not limited to verbal, written and electronic communication.
• Triage crisis situations, when necessary, per counseling protocol.
• Support the Director of the Health and Counseling Center with completion of health forms including student follow-up for missing information and PyraMED preparation for clearance.
• Assist in sports clearance process including preparation of athletic information for clearance and documentation of completion for Athletic Trainers.
• Maintain student database in PyraMED, SLATE and other relevant systems regarding student health and immunization records. Provide information to students when needed through secure messaging in their health portal.
• Assist in promoting Health and Counseling services and programming to the campus community.
• Participate in college-wide staff development opportunities.
• Responsible for ensuring that assigned tasks are completed in compliance with various institutional and regulatory requirements, including tasks assigned by the Director of the Health and Counseling Center.
• Manage the Mind Spa setup and turn down each day as well as the appointment calendar. Notify housekeeping of any cleaning requirements above the weekly schedule.
• Responsible for ordering supplies for the Health and Counseling Center while working with the Director and other campus personnel to maintain a responsible budget.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Some evening and weekend hours are required.
• Occasional lifting up to 25 pounds.

Employee Benefits Overview

• Comprehensive Medical, Dental and Vision Coverage
• Financial assistance for educational expenses, enabling professional growth and development.
• Protection for you and your loved ones with employer-sponsored life insurance coverage.
• Generous paid time off includes holidays and sick leave to ensure work-life balance.
• Retirement benefits eligible on the 1st day of employment and matching contributions after 6 months of employment
• Access to confidential counseling and support services for mental health and personal matters through the Employee Assistance Program

Requirements

• Associate degree required; Bachelors preferred.
• 3-5 years’ experience as an office assistant; Experience in a health-related office preferred.
• Working knowledge of computers with emphasis on Microsoft and Google platforms
• Experience with Medent and other EHR systems is helpful.
• Ability to work with more than one supervisor.
• Ability to effectively communicate both verbally and in writing.
• Excellent interpersonal and communication skills are essential for dealing with college students as well as the public, on the telephone, electronically and in person
• Ability to be sensitive to and respond to needs/concerns of students, faculty, college s