The ASC Business Office Manager is responsible for effective decision making in order to manage the day-to-day operations, departmental efficiencies, appropriate staff management, compliance to internal and external regulatory requirements, and working toward continuous improvement and innovation. The ASC Business Office Manager is responsible for the oversight and management of the front desk staff, waiting room staff, and scheduling staff.

Job Relationships

• Reports to the Director of Operations

Principal Responsibilities

• Responsible for the daily management and oversight of the ASC schedule including optimization and accuracy lending to an efficient, organized, and error free daily surgical/procedural schedule that accounts for accommodating staffing, patient, and equipment needs.
• Responsible for the management of assigned medical practice(s), which includes direct colleague supervision, resource utilization, and team leadership including the efficient management of patient throughput and patient experience.
• Ensuring assigned staff offer high levels of customer service to each patient and their family/friends that accompany them to the ASC.
• Management of procedures allowed to be scheduled at the ASC based upon Surgeon/Proceduralist privileges and completed credentialing.
• Monitor and report departmental productivity, efficiencies, and workflows to best optimize the department.
• Responsible for working with the Human Resource department to facilitate candidate interviews, hiring, and new colleague onboarding and orientation.
• Create and deliver initial and continuous education and/or training to the staff, as required by the regulatory bodies and departmental guidelines.
• Comply with regulatory requirements such as, but not limited to reviewing orders, History and Physicals, and pre-operative clearances.
• Understand, be engaged, and participate with billing and coding as it pertains to the scheduling of self-pay or insured patients.
• Provide conflict management and resolution among colleagues.
• Manage with IT, the accuracy of the Electronic Medical Record system including proper procedures, procedure codes, and costing.
• Assist with preference card changes and creation as needed.
• Act as a superuser for all electronic systems accessed and used within the department.
• Provide periodic required reviews, annual colleague evaluations, and create annual performance goals; ensure colleague accountability. Identify solutions for employee performance problems.
• Provide discipline to assigned staff involving Director or physician resource as appropriate.
• Create and implement staffing matrix for assigned staff.
• Approve payroll and monitor sick, vacation, and personal time use, as well as FMLA time, for all staff.
• Promote a positive, team oriented and productive work environment.
• Works closely with facilities staff to ensure cleanliness and maintenance of facilities.
• Responsible for timely communication with physicians and staff while being attentive to staff concerns and suggestions. Offer consideration, prompt resolution, or potential implementation with consistent feedback to respective staff.
• Regularly bring ideas to improve efficiencies, quality, expense reduction and operational ideas to best optimize workflows.
• Responsible purchase requisitions for necessary supplies maintaining appropriate par levels.
• Meet the needs of departments being supported by the ASC Business Office by collaborating with their managers and directors.
• Assist Department Chair and Operations Director in department meeting agenda preparation. Timely minute completion and distribution, along with follow-up on assignments.
• Serve as communication conduit for other Springfield Clinic departments, administration and outside agencies always professionally representing assigned areas of responsibility and the organization.
• Monitor departmental productivity and implement course correction when appropriate.
• Consistently demonstrate effective organization skills, efficiency, and resourcefulness. Demonstrate effective relationship skills, decision-making skills and verbal and written communication skills.
• Maintain awareness of surgical and procedural equipment, data processing technology, and health insurance changes.
• Visit Surgeon/Proceduralist office staff to explain the ASC scheduling process & requirements continuously with updates and changes.
• Participate in the preparation and onboarding of new Surgeons and/or Proceduralists.
• Assume staff role, when needed.
• Comply with the Springfield Clinic incident reporting policy and procedures.
• Adhere to all OSHA and Springfield Clinic training & accomplishments as required per policy.
• Provide excellent customer service and adhere to Springfield Clinic's Code of Conduct and Ethics Standards.
• Perform other job duties as assigned.

Education/Experience

• Bachelor's Degree preferred.
• Must have previous 2 years Clinical and/or management experience in Perioperative Surgical Department.

Knowledge, Skills and Abilities

• Ability to present oneself and one's ideas with clarity, confidence, and pride.
• Strong knowledge of Excel, Word, practice management systems, business management tools, and project leadership.
• Strong analytical abilities, strong communicator, and able to work with little or no supervision in order to carry out departmental goals and objectives.
• Able to lead as well as work in a team environment.
• Must have the ability to troubleshoot, apply critical thinking and provide viable suggestions for problem resolution.

Working Environment

• Normal office environment
• Sitting for long periods/computer work

PHI/Privacy Level

• HIPAA1