TITLE:  Medical Office Manager, Scheduling

FLSA Classification:  Exempt                                                             

DEPARTMENT:  Operations               

REPORTS TO:  Regional Practice Administrator

LOCATION:  Methodist Le Bonheur Hospitals

Tennessee Facilities: Memphis University Hospital, Germantown Hospital, Methodist North Hospital, Methodist South Hospital

Mississippi Facility: Olive Branch Hospital

WORK SCHEDULE: Monday - Friday, 7:00am - 3:30pm. 

POSITION DESCRIPTION:

The Medical Office Manager, Scheduling role is a member of our leadership team and works directly with the Regional Practice Administrator providing service to the Methodist Le Bonheur Hospitals (Tennessee Hospitals: Memphis University Hospital, Germantown Hospital, Methodist North Hospital, Methodist South Hospital and Mississippi Hospital: Olive Branch Hospital). The Medical Office Manager will work with Somnia’s executive management team as well as local hospital leadership. Strong interpersonal, organizational and time management skills are a must. The Medical Office Manager MUST be able to reliably travel between all hospital locations mentioned in the overview. 

COMPENSATION:

$55,000 - $70,000 / year, commensurate with experience.

Benefit-eligible: Medical, dental, vision, 401(k) with matching, ancillary coverage available.

PTO: 22 days + 1 floating holiday.

RESPONSIBILITIES:

Operations

• Scheduling and QGenda Management
• Clinician Vacation and Weekend/Holiday call schedule prepared each October for the subsequent year.
• Schedules are developed on a quarterly basis and posted four weeks before the start of the quarter.
• Assist with filling holes.
• Communicates scheduling needs to Medical Directors, VP of Practice Operations, Chief Administrative Officer, Regional Practice Administrator, Somnia Recruitment, Locum Recruitment and Credentialing Teams.
• QGenda to be maintained to reflect new hires and removal of inactive clinicians and ensure all clinicians utilize it to its full functionality. Ensure QGenda data is updated if changes are made after publishing schedule (i.e.: swapping shifts, vacation time, unpaid days off, sick calls, etc.)
• Ongoing Credentialing
• Review lists of expiring or expired credentialing items, obtain outstanding information and input into the Somnia credentialing platform and send them to hospital medical staff office (when appropriate).
• Collaborate with the Practice Administrators, Practitioners, Somnia and the Medical Staff Offices to ensure all Practitioner’s credentials are up to date.
• Recruitment
• Actively participate in all facility related recruitment calls including weekly recruitment calls.
• Works with Somnia Recruitment, Credentialing and Locum Recruitment Teams to ensure clinician recruitment needs are being addressed.
• Ensure clinicians are input and given access to QGenda.

RCM

• Provide backup/assistance to the Billing Administrator.
• Complete training to thoroughly scrub charts for all the pertinent pieces of information.
• Follow standard chart batching and scanning process according to Somnia’s billing partner’s policies and procedures.
• Electronic: Ensure that all data streams are complete, accurate and contain the required clinical and demographic information to prepare and process claims.
• Paper: Ensure that all clinical and demographic information is scanned and uploaded to server and that Somnia RCM is accessing said information.
• Ensure that information entered in the Somnia Chart tracker daily. Updates are made within 48hrs when discrepancies with billing case logs are identified.
• Review billing IR logs daily. 
• Address pending items within 48 business hours.
• Interact with hospital clinical and administrative staff as necessary to obtain additional information and to foster positive communication to enhance the access to timely, high quality, and accurate information on information pertinent to billing.

Quality

• Clinical Audits: Facilitate and support improvements in conducting periodic clinical practice audits and maintaining accurate records/reporting.
• Clinically focused audits (10 per week per site).
• Audits are stored in Somnia SharePoint.
• Outcome forms reconciliations.
• Run outcome forms report daily using specialty benchmarks.
• Report should be housed in Somnia SharePoint, and accessible to admin team.
• Continue to reach out daily to clinicians who are missing outcome forms, until completed. These electronic forms are to be completed within 48 hours of case completion.
• Give weekly updates to the team regarding outstanding forms.
• MTC Reporting - Red Alerts and Transcriptions.
• Login to MTC weekly to complete transcriptions.
• Respond to Red Alerts within 48 hour.
• Ensure TIMELY completion of F/OPPEs.
• Load on shared drive folder and provide copy to hospital MSO.

Somnia University

• Complete modules as assigned.
• Participate in the development of content when requested.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

SKILLS/QUALIFICATIONS:

• Strong organizational skills with a problem-solving attitude.
• Strong interpersonal & communication skills (both written and verbal).
• Proficiency: Microsoft Word (Intermediate/Advanced), Outlook (Intermediate), Zoom (Intermediate), Excel (Intermediate/Advanced), PowerPoint (Intermediate/Advanced).
• Availability: Monday – Friday, 7:00am – 3:30pm. Must be available to occasionally cover nights and/or weekends as needed. 
• Location: Must be able to reliably travel within and between each hospital location mentioned in the Position Description.

EDUCATION/EXPERIENCE:

• Bachelor’s degree preferred, or 2-5 years’ equivalent experience.
• Prior experience in a medical administrative or adjacent role heavily preferred.
• Strong follow-up initiatives are crucial.