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Site Manager

Location: Dunkirk, NY (Full-time)

Purpose: The Chautauqua Center is looking for a motivated medical office site manager to oversee all daily operations, collaborate with our healthcare service delivery teams to ensure seamless processes and patient experiences, and supervise office staff in the medical facility. Our mission is to deliver comprehensive high-quality patient-centered health services in the Chautauqua region. Our patient-centered service principals are access, treatment, education, and prevention delivered by friendly and professional clinical and administrative teams.

SITE MANAGER RESPONSIBILITIES

Supervisory:

  • Create an environment that motivate managers and staff to strive for excellence
  • Create a culturally diverse environment that speaks to the Inclusion of all staff
  • Develop and implement office policies and procedures according to TCC standards.
  • Ensure there are an adequate number of staff to fulfill assigned responsibilities daily, providing direct support coverage as needed. Sets the staffing schedule and approves paid time off in a timely manner.
  • Ensure the competency and professionalism of assigned staff, taking steps as necessary to improve competency level.
  • Collaborate with all department leads and managers to ensure an outstanding patient experience.
  • Serve as the main point of contact for patient complaints, incident reports and problem resolution and engage with other appropriate team members as necessary.
  • Work to set goals, objectives, and budgets.
  • Manage the hiring, firing, discipline, performance evaluation and support of assigned staff.
  • Make sure regulations, guidelines, and customer service standards are met and followed.
  • Coordinate with IT on all office equipment.
  • Conduct staff meetings as needed or assigned.

Administrative:

  • Provide for the health, safety, and comfort of each individual by initiating work orders, completing requisitions for supplies, or any other process which will ensure a clean, well-maintained and appealing office environment.
  • Use popular software for electronic medical records (EMR), scheduling, and payroll software.
  • Monitor budget expenditures, including complete fiscal responsibility for cash drawers. Ensures the security of all funds, property, and supplies.
  • Ensure that all duties carried out are consistent with and in compliance with regulatory requirements and TCC policy and procedure.
  • Handle day-to-day problems which arise and, in any emergency, follows established emergency procedures.
  • Participates in trainings as assigned by Administration

QUALIFICATIONS AND SKILLS

  • Works well independently and has strong operational skills.
  • Ability to handle medical records discretely and lead staff.
  • Excels at customer service and has strong interpersonal skills.
  • Learns quickly and has strong problem-solving and critical thinking skills.
  • Develops strong relationships with coworkers and has strong leadership skills.
  • Communicates effectively and has solid verbal and written communication skills.
  • Knowledge of Medical Office systems and procedures.
  • Excellent time management skills.

EDUCATION

  • An associate or bachelor’s degree in healthcare management, business, or a related degree is preferred.
  • A Certified Medical Manager (CMM) designation from the Professional Association of Health Care Office Management (PAHOM) is preferred.
  • At least 5 years of medical office management experience is preferred.
  • Clinical experience in a medical office facility is beneficial but not required.

PHYSICAL/MENTAL DEMANDS

  • Work requires hand dexterity for office machine operation, stooping and bending to files and supplies, mobility to complete errands, or sitting for extended periods of time.
  • Must possess visual and auditory acuity to communicate with co-workers, patients, and other customer groups.

 

Full-time Medical Scribe Dunkirk

Summary: Medical Scribes are individuals trained in medical documentation who assist a provider throughout their shift. The primary goal is to increase the efficiency and productivity of the physician. It will be the responsibility of the Medical Scribe to annotate any dictated or written information to treat patients following all local, state and federal guidelines for documentation into the electronic health record system. The Medical Scribe will be responsible for clearly recording each patient’s symptoms, history, physical exam, and documenting the diagnosis. This position will have no direct involvement in patient care but has an interdepartmental role in assisting nursing and front office staff.

Job Duties:

  • The primary role of the Medical Scribe is to assist the clinician with documentation of each patient’s medical chart during his or her visit.
  • Accompanies the clinician into the patient examination area in order to transcribe a history and physical examination as given by the patient and physician.
  • Documents any procedures performed by the clinician or nurses on the electronic medical chart.
  • Is an expert in the use of various templates and documentation techniques available in the EHR system, and use these tools efficiently so individual encounters can be well documented, as well as accurately congregate data collected for statistical reports.
  • Transcribes any consultations or discussions with family members and/or the clinician.
  • Completes the patient’s chart by transcribing results of any labs, x-rays, or other evaluations. In doing so, the scribe continuously checks on the progress of this data in order to get the patient’s workup complete so that the clinician is able to make his or her decisions regarding that patient.
  • Lists all proper diagnoses as well as any follow up instructions and prescriptions, as dictated by the clinician.
  • Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Ability to read, write, understand and spell English and medical terminology correctly.
  • Basic Computer proficiency in Windows environment.
  • Typing 45 WPM.

EDUCATION & EXPERIENCE

  • High school diploma or equivalent.
  • Obtain Medical Scribe Certification and Aptitude Test (MSCAT) certification after 200 hours on the clinical floor.

PREFERRED Qualifications

  • Previous experience working in an outpatient clinic or doctor’s office.
  • Medical Transcriptionist experience.
  • Typing 55 WPM or greater.
  • Medical Terminology, Anatomy and Physiology Coursework.

General Agency Duties

  • Foster an environment that promotes trust and cooperation among all staff of TCC.
  • Enforce clinic policies and procedures to ensure that the principles of tcc are implemented.
  • Maintain confidentiality of all patients, and employee information.
  • Inform manager or supervisor of matters of general interest and problem areas as such are determined or discovered.
  • Attend TCC staff and organization meetings as requested.

Customer Service

  • Participate in customer service related issues. Adhere to the following customer service values created by TCC.
  • We are committed to providing quality care and strive to continually improve.
  • We strive to treat patients and each other with respect, courtesy and compassion.
  • We believe that it is everyone’s responsibility to identify problems, take ownership, and contribute to solutions.
  • We promote teamwork and cooperation to create an environment that maximizes efficiency and satisfaction.
  • We actively encourage open communication and mutual education.

Personal/Behavior

  • Displays ability to develop rapport across a broad range of personalities.
  • Displays cheerful demeanor and makes positive comments when on duty.
  • Refrains from participation in harmful gossip, dysfunctional group interactions and divisive behavior.
  • Displays courteous and professional behavior in all interactions with the public.
  • Works cooperatively with other staff members.
  • Displays flexibility in accepting, changing or carrying out assignments.
  • Adheres to dress code expectations, including fragrance-free requirements.
  • Displays sensitivity in a multicultural environment.

PHYSICAL DEMANDS

  • STANDING/WALKING: Up to 50% of the workday consists of stand/walking on tile and cement floors while performing scribe duties.
  • SITTING: Up to 50% of the workday may be spent sitting operating an Ergotron or Laptop.
  • LIFTING: Lifting may include up to 10 lbs. in moving equipment. 5% of the day involves lifting requiring a full range of motion.
  • CARRYING: Up to 25% of the day may include carrying objects weighing up to 10 lbs., this may include carrying charts, equipment, and resource materials.
  • PUSHING/PULLING: Up to 5% of the day may require pushing or pulling equipment, drawers, carts etc.
  • CLIMBING: No more than 1% of the time may include climbing one flight of stairs.
  • STOOPING/KNEELING: Up to 5% of the workday are spent stooping or kneeling to open drawers and gathering equipment.
  • BENDING/CROUCHING: Up to 25% of the workday may be spent in bending at the waist picking up charts and assisting the clinician with procedures.
  • REACHING/STRETCHING: Up to 3% of the time may require reaching or stretching to retrieve equipment/materials on shelves.
  • HAND/WRIST: Hand and wrist movement is required 75% of the workday in holding charts and supplies.
  • FINGERING: Up to 75% of the workday involves data entry, receiving and sending messages, chart abstraction, and general data entry.
  • FEELING: Normal tactile feeling is required to perform all job duties, including taking pulses.
  • TWISTING: Up to 5% of the day may be required in retrieving supplies or equipment.
  • TALKING: Average ability is required in communicating with patients, staff, and outside agencies.
  • HEARING: Average ability is required for the ability to clearly hear clinician and patient comments.
  • SEEING: Average ability is required to read and follow instructions and assisting clinical team.

 

The Chautauqua Center is an Equal Employment Opportunity employer and does not discriminate in employment opportunities or practices on the basis of race, creed, color, religion, sex, national origin, nationality, ancestry, age, disability or status as a disabled veteran or veteran of the Vietnam era, pregnancy, affectional or sexual orientation, gender identity or expression, marital status, status with regard to public assistance, veteran status, citizenship or membership in any other legally protected class.