Health Care Office Manager

The Primary Care Clinic, in conjunction with the Helen and Arthur E. Johnson Beth-El College of Nursing and Health Sciences at the University of Colorado Colorado Springs,  invites applications for the Health Care Office Manager position. The Office Manager is responsible for managing the daily operations of the office for the HealthCircle Primary Care Clinic and assisting in other ways at the Center for Active Living and Peak Nutrition Clinic. Duties may include the following:

• Personnel management and oversight of all clinic operations.
• Compliance and training.
• Billing and accounts receivable management.
• Marketing and business development.
• EHR and systems management .
• Contract management, including vendor and third party payer contracts.
• Credentialing of providers and maintaining credentials with insurance payers.
• Financial management of clinic revenue, payables, and budget.
• Space/work environment management.

Who We Are:

The University of Colorado Colorado Springs (UCCS)  is one of four campuses in the University of Colorado system and is home to over 9,500 undergraduate and 1,900 graduate students.

Colorado Springs   (pop. 450K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report   as one of the top Best Places to Live in the U.S.

Job Duties :

• Oversees daily clinic operations. Identifies and resolves operational problems

• Supervises assigned personnel and evaluates their performance on an annual basis

• Monitors employee time sheets and leave records for all HealthCircle Primary Care Clinic employees and maintains the master clinic schedule

• Ensures that the office is staffed appropriately

• Is responsible for and monitors the work of all clinical staff at the HealthCircle Primary Care Clinic in collaboration with the Associate Dean for Clinical Affairs

• Maintains provider applications and credentialing information for participating health plans

• Manages the EHR system and IT infrastructure and coordinates maintenance and repair with UCCS IT and with software vendors

• Manages accounts payable. Prepares daily bank deposit and daily reconciliation

• Oversees all billing operations, coding, reimbursement, aged accounts, fee schedule management and purchasing

• Prepares monthly, quarterly and year-end reports

• Leads meaningful use efforts for the HeathCircle Primary Care Clinic to meet required standards

• Organizes staff meetings on a monthly basis for all Johnson Beth-El Clinics

• Maintains and ensures that patient satisfaction surveys are distributed to random patients bi-annually to provide feedback to the Johnson Beth-El Clinics

• Fields all patient concerns related to customer service and quality of care issues in all Johnson Beth-El Clinics. Works to investigate and resolve said issues, and refers the concern to the appropriate person if needed

• Assists the clinical staff to establish and maintain a quality improvement (QI) program for the HealthCircle Primary Care Clinic to address customer service and quality of care issues

• Establishes and maintains efficient patient work flow through the HealthCircle Primary Care Clinic

• Assists the providers and staff in the HealthCircle Primary Care Clinic and the Associate Dean for Clinical Affairs to develop a plan and obtain AAAHC accreditation for the HealthCircle Primary Care Clinic

• Works with the Associate Dean for Clinical Affairs and the college Business Affairs Manager to develop working budgets for all Johnson Beth-El Clinics 

• Assists in current marketing plans for all Johnson Beth-El Clinics and public relations with the community

• Markets the Johnson Beth-El Clinics to potential community partners

• Communicates program information to employees, staff, the University and the community

• Collaborates with other UCCS departments and external organizations to maintain positive working relationships and ensure effective operations at the Johnson Beth-El Clinics

• Assists in recruiting, hiring, orientation, development and evaluation of office staff and students in the Johnson Beth-El Clinics

• Helps providers in the clinics to coordinate clinical opportunities for UCCS undergraduate, graduate and doctoral level nursing students in the HealthCircle Primary Care Clinic

• Oversees and approves office supply purchases, ordering signage, name tags, business cards, prescription pads and other items from the print shop for all Johnson Beth-El Clinics

• Supports and upholds established policies, procedures, quality improvement, safety and codes and requirements for accreditation and regulatory agencies for all Johnson Beth-El Clinics

• Coordinates building maintenance and repair requirements for the Johnson Beth-El Clinics space and associated common areas with UCCS facilities services

• Coordinates use of shared space and shared services with Peak Vista and the City Employee Medical Clinic

• Coordinates use of space with other organizations occupying space in the Johnson Beth-El Clinics

• Provides oversight of compliance and training issues

• Analyzes and negotiates managed care contracts

• Maintains patient confidentiality

• Provides coverage to front office as needed

• Performs other related duties as directed or required

Job Competencies:

KNOWLEDGE: 

• Clinic policies and procedures.

• Medical terminology and insurance practices.

• Computer programs and applications.

• Grammar, spelling and punctuation to communicate in written format.

• Billing practices, CPT and ICD-10 coding.

• Managed care, Medicare, and Medicaid guidelines.

SKILLS:

• Effective personnel management including training staff and delegating duties.

• Trouble-shooting insurance problems and appealing claims.

• Maximizing insurance collections.

• Written and verbal communication.

• Marketing and public relations

ABILITIES:

• Work effectively as a team member with providers and other staff.

• Flexibly respond to changing demands.

• Plan, organize, prioritize and direct the work of others.

• Identify claims problems and recommend solutions.

• Interpret and understand insurance benefits and reimbursement. 

• Communicate clearly and concisely.

• Ability to establish and maintain effective working relationships with patients, employees, and the public.

This position has been determined to not be eligible for overtime (exempt) under the Fair Labor Standards Act (FLSA).

What We Offer:

Salary Range: Generally starting at $50,904 - $61,644

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid vacation and time off, and a tuition benefit. Information on university benefits programs, including eligibility, is located at http://www.cu.edu/employee-services . Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado .

This position is dependent on the availability of auxiliary revenues funding.

Tentative Search Timeline:

• The potential dates for video interviews will be the week of December 6, 2021.

• The potential dates for interviews with the supervisor will be the week of December 13, 2021.

• The potential employee start date is January 1, 2022.

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check. 

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

Minimum Qualifications:

• Bachelor's Degree OR Associate's degree in addition to 2 years of experience in a clinic

• Minimum of 3 years of medical office management, including billing and collections experience

Preferred Qualifications:

• Master's Degree

• 1 year of clinical experience

• Experience managing EHR system

Physical Requirements:

While performing the duties of this job, the employee is frequently required to sit. Employee is occasionally required to move. Tasks may involve using a computer screen continuously for long periods of time. The employee must occasionally lift and/or move up to 10 pounds.