Company Overview:
WellView Care specializes in the testing, treatment, and management of HIV, Hepatitis C, and Sexually Transmitted Diseases. Our mission is to be the premier community health clinic in our region, and our vision is for a country where sexually transmitted infections are prevented and where every person has high-quality STD prevention, care, and treatment while living free from stigma and discrimination. WellView Care offers an array of services that include healthcare and pharmacy services, case management, and substance abuse management.
Job Summary:
Our team is looking for a passionate Office Manager to engage with underserved individuals in our community to provide quality health services. The role of a Medical Office Manager is vital to helping WellView Care Inc. with our mission to provide compassionate and informative care to our clients. Within their duties of HIV testing, this position can engage in outreach within the community and educate those at risk. Caring, personable, and relatable counselors enhance the probability of clients returning for services in the future. Providing the best possible care can also ensure clients are well-informed to protect themselves in the future.
Title: Office Manager
Reporting to: Company President
Essential Duties & Responsibilities:
Fosters a healthy and positive workplace and supports and trains staff members. Develops and maintains a positive relationship with patients
Oversees patient experience by implementing high-quality care and providing HIV Counseling. Limits barriers to patient health care access by proposing supporting programs such as patient assistant programs and coupon cards.
Manages office flow by overseeing Outreach Driver patient pick-up flow.
Responsible for the process and procedures of the 340B program to ensure optimal performance in compliance with legal, regulatory, and financial standards.
Training and Education
Develops and conducts training and competency materials for all staff.
Regularly communicates with all staff to ensure that processes remain efficient and to address any problems or suggestions for improvement.
Policies and Procedures
Collaborates with HR Personnel in developing, executing, and modifying policies and procedures according to all applicable guidelines such as HIPPA, OSHA, NIH, and CDC.
Compliance
Continually monitors 340 regulations to ensure federal compliance, staying current on all rule changes, including HRSA/OPA and Medicaid. Shares all learnings and hot topics with the company president, management, and staff.
Keeps abreast of trends and issues by attending 340B trainings, monitoring industry publications and websites, professional media, literature, and peers to ensure that the institution has the latest information regarding interpretations, rulings, suggestions, and advanced ideas for improving participation.
Determines the best use of 340B program staff by collaborating with Pharmacy Leadership, and other 340B institutions.
Registration/Recertification
Safeguards that the annual HRSA recertification is completed within the allowable time frame.
Maintains the HRSA 340B Database up to date and accurate for all organization entities
Auditing
Is responsible for overseeing required 340B audits, both internally and externally.
Maintains a current state of “audit readiness.”
Serves as the point of contact and coordinator for all audits.
Coordinates all requests and responses.
Coordinates external compliance assessments with outside firms, where appropriate, to validate internal processes.
Leads 340B purchasing and utilization audits or compliance assessments internally, as needed, to ensure compliance with all applicable regulations. This includes self-audits of 340B processes, annual audit of contract pharmacies, and monthly audits of 340B eligible locations. Coordinates the remediation of findings.
Routinely reviews data and related reports from all service points at which 340B participation occurs to ensure that policies and procedures are followed, entity eligibility requirements are met, and all patients meet patient definition requirements.
Works with medical auditors on third-party payer audits to ensure coordination of efforts and maximum collection.
340B Contract Management
Manages relationships, billing services, and compliance with contracted 340B pharmacies.
Evaluates all current and future contract pharmacy opportunities, including contract language, fee structure, data setup, and internal and independent external auditing.
Program Enhancement/Optimization
Develops strategies for the appropriate use of the program, working directly with vendors and insurance representatives
Assesses opportunities for cost savings, business, and system improvements
Monitors all outpatient points of service to continually check for new areas that may qualify for the 340B program.
Provides input and implements business plans in coordination with the organization’s pharmacy leadership for organizational facilities to help use 340B savings to expand and improve care provided to underserved and vulnerable populations; assists facilities to prioritize and implement outpatient program development and contract pharmacy agreements related to 340B; and assists the organization’s leadership with program development and optimization.
Reporting and Financial Analysis
Prepares, monitors and reports measurements to ensure satisfaction.
Develops, monitors, and presents reports on 340B participation that clearly document utilization, savings, problem areas, exceptions, and/or discrepancies to pharmacy and administrative leadership.
Routinely communicates any questions, issues, or discrepancies with the Pharmacy Director.
Reports monthly on saving opportunities.
Communicates key metrics and improvement actions to management.
Ensures appropriate documentation and audit trail across areas of responsibility.
Develops, monitors, maintains, and presents reports to managers and directors on budget variances
Develops and prepares drug spending analysis for forecasting and budgeting
Completes analytics on any department changes that may affect the budget to make appropriate budgetary adjustments
Serves as the point person for finance as it relates to reporting needs for drug expense
Operations
Responsible for the day-to-day management, compliance review, and operations of medications administered in eligible locations, mixed-use areas managed by split-billing software, outpatient prescriptions fulfilled by an owned pharmacy, and outpatient prescriptions fulfilled by a contract 340B pharmacy.
Responsible for managing and troubleshooting pharmacy billing issues and ensuring adequate systems checks are reviewed to prevent billing issues.
Participate in interviews, selection, orientation, and training of new employees
Provide input on staff performance, including feedback for performance evaluations.
Participate in staff meetings to communicate changes and address issues that must be discussed.
Address patient concerns/complaints as they arise.
Utilize ADP, as the department requires, to ensure accurate staffing attendance and PTO.
Cross-trainS for effective team participation.
Develops and fosters networking relationships with community and support resources.
Practices safety, environmental, and/or infection control methods.
Continues professional training and education to advance knowledge and skills of HIV/AIDS.
Utilizes resources and supplies in a cost-effective manner.
Demonstrates courtesy and respect in all interpersonal relationships with patients, staff, and visitors.
Maintains professional manner in all aspects of job tasks.
Performs other duties as assigned.
Education
Bachelor’s Degree in the relevant field
Minimum Work Experience
4+ years of compliance, business, finance, accounting, purchasing, or related field
2 years of management, supervisory or project management experience required
Prior 340B Program experience preferred
Healthcare experience preferred
Pharmacy technician experience preferred
Required Skills
Database & software competencies (Access, Microsoft Office or equivalent)
Excellent verbal and written communication skills
Leadership, team management & training skills
Ability to effectively navigate a complex organizational situation
Excels in functional demands in healthcare and business management
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer and prolong periods of standing when processing phlebotomy
Must be able to lift approximately 50 pounds occasionally
Workplace Civility Requirements & Attributes:
Achievement motivation, flexibility, concern for order, initiative, self-confidence, self-control, customer service orientation, interpersonal effectiveness, teamwork, and information seeking
Represents WellView Care with a positive demeanor both internally and externally
Participates fully as a team member, completing all requirements assigned in a timely manner
Treats all employees, clients, and vendors with dignity and respect
Works cohesively with team members and all co-workers
Displays a positive attitude through supportive behaviors, problem-solving, and communication skills (both verbal and written communication)
Acts in a professional manner always to maintain a positive work environment
Utilizes excellent written and oral communication skills
Maintains a professional-client relationship to represent WellView Care properly
Location: St. Port Lucie
Work setting: On-site
Schedule: Monday – Friday /9 am to 5 pm
Pre-Employment Requirement:
· Level 2 background check
· Employment Drug Testing