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Office Manager in Hilton Head Island, SC at SUNSPIRE HEALTH

Date Posted: 6/9/2018

Job Snapshot

Job Description

General Purpose of Position:

The Office Manager composes and prepares written correspondences and reports and maintains records and files in a confidential manner for the Senior Management team. This role requires a high level of tact and integrity due to extensive contact with all levels of employees. Additionally, many of the duties and responsibilities outlined below present the Office Manager as the first response to callers; therefore strong customer service skills are very important to this role.

Primary Responsibilities (include but are not limited to):

•         Schedule and set-up meetings/appointments for the members of the Senior Management team.

•         Prepare agendas and presentations.

•         Prepare the Daily Census and Quality Improvement Reports.

•         Take and type minutes from meetings.

•         Answer phones and forward messages via email and voice mails.

•         Assist with interdepartmental scheduling/Calendars.

•         Assist in the handling of patient concerns by screening calls/letters and gathering necessary documents.

•         Provide clerical support for special projects, committees, in-services and Community events.

•         Open, sort and prioritize mail for appropriate follow-up.

•         Prepare and send all certified and priority mail.

•         Maintain postage updates and funds on Pitney Bowes machine.

•         Manage correspondence.

•         Maintain supplies, requisitions supplies and vendors orders against requisitions.

•         Maintain office equipment.

•         Coordinate registration and payments for staff to attend trainings and transportation.

•         File and maintain records.

•         Track all private pay patients and UR/insurance status.

•         Write and revise promissory notes with patients.

•         Witness financial paperwork; assist patients in understanding financial paperwork.

•         Notarize documents.

•         Write letters/templates for Doctors, such as: notice of admission, return to work, etc.

•         Book plane tickets for patients arriving/departing, VIP guests, and staff.

•         Coordinate with drivers, Counselors, and Discharge Planners for flight arrangements.

•         Coordinate parties and celebrations for staff members.

•         Ensure that all employee personnel files are in compliance with all organizational, state, and national accrediting and licensing agencies

•         Act as the facility liaison to the corporate HR team

•         Other duties as assigned.


Job Requirements

Education, Skills and Experience Requirements:

•         High School diploma or GED; Associate’s or Bachelor’s degree preferred.

•         Minimum of one (1) year of administrative experience.

•         Must have valid driver’s license and proof of insurance.

•         Must maintain CPR and First Aid certifications.

•         Strong clinical skills.

•         Must be detail oriented.

•         Able to work under pressure with flexibility and dependability.

•         Strong interpersonal, organizational and analytical skills.

•         Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

•         Principles and processes for providing patient services, including meeting quality standards for services.

•         Exceptional patient/client service with the ability to resolve service issues.

•         Cooperate with members of the Operations team to provide high quality patient services.

•         Ability to handle multiple priorities with a sense of urgency.

•         Excellent interpersonal communication (verbal and written) and presentation skills.

•         Accountability for personal attitudes and behavior.