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About the Role

ENT and Allergy Associates (ENTA) is seeking a Full-Time Medical Office Manager for their Poughkeepsie office. This role is responsible for managing all day-to-day responsibilities of a large office with more than five staff members.

Responsibilities

• Manage recruitment, training, evaluation, scheduling, and supervision of all personnel.
• Oversee IFOD procedures, including EMR systems and troubleshooting computer downtime.
• Train employees on IFOD functions (Icon/USB) and Phreesia usage.
• Educate staff on job requirements and expectations.
• Collaborate with Human Resources and Operations to address staffing concerns.
• Document personnel issues and counsel staff as needed.
• Maintain office tidiness in waiting rooms, exam rooms, and other areas.
• Assist with phone coverage, patient concerns, and covering for absent staff.
• Review physician schedules daily to ensure adherence to appointment policies.
• Create and review daily schedules and time-off requests for all staff.
• Audit schedules if the office is on the PRRC.
• Review all work log tasks daily in Next Gen.
• Order and maintain office supplies and forms, establishing vendor relationships.
• Train staff on E-Requestor purchasing software.
• Operate the office within budget constraints, process invoices, and adhere to policies.
• Reconcile Petty Cash and change draw daily.
• Manage Old A/R during transitions, reconcile accounts, and prepare documentation for the corporate office.
• Make daily deposits and create mail payment journals.
• Run KEPT reports daily to ensure all charges are accounted for.
• Run KEPT reports, drop charges daily, and run Encounters with No Charges weekly.
• Run claim edits after charges are dropped to identify and resolve errors.
• Maintain Payment Journal & Account Payable logs.
• Precertify and schedule surgeries, tally monthly surgery totals, referrals, and assists.
• Post daily Surgical Charges.
• Communicate office schedules, insurance issues, and medical fees with doctors.
• Ensure proper codes are used for procedures and EM visits.
• Educate physicians and staff on billing processes, documentation guidelines, and coding.
• Post all hospital consults and ER visits monthly.
• Hold regular office meetings (Huddles) to inform staff of new policies, procedures, and insurance information.
• Handle Medical Record Requests or coordinate with the file coordinator.
• Ensure CBO Billing requests are processed accurately and timely.
• Maintain the Facility Checklist throughout the year.
• Learn and assist in training employees on the new EMR system.

Requirements

• Can handle a multitude of tasks simultaneously.
• Able to deal effectively with employees.
• Willing to train personnel.
• Usually first to arrive in the office.

Skills

• EMR (Electronic Medical Records)
• IFOD procedures
• Phreesia
• E-Requestor
• Next Gen
• Billing and coding
• Medical Record Requests
• Microsoft Office Suite

Location

• Poughkeepsie

Work Type

• Full-Time

Salary/Compensations

• $64,350-$66,000/year

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Company-paid long-term disability
• Flexible Spending Account (FSA)
• Company-paid life insurance
• Voluntary life insurance
• 401(k)
• Pet insurance

About the Company

• ENT and Allergy Associates (ENTA) is the largest ENT, Allergy, and Audiology practice in the country, with over 475 clinicians practicing across 70+ clinical locations in New York, New Jersey, Pennsylvania, and Texas.
• ENTA clinical offices feature world-class physicians who are specialists and sub-specialists, delivering high-level expertise and care.
• Comprehensive services include Adult and Pediatric ENT and Allergy, Voice and Swallowing, Advanced Sinus and Skull Base Surgery, Facial Plastics and Reconstructive Surgery, Treatment of Inner Ear Disorders and Dizziness, Asthma-related services, Diagnostic Audiology and Hearing Aid Dispensing, Sleep and CT Services.
• ENTA physicians are recognized as “Top Doctors” by Castle Connolly.
• Hümi specializes in healthcare management and consultancy across practice operations, management, technology, revenue cycle, compliance, HR management, and business applications.
• Hümi delivers cutting-edge healthcare business management solutions and implements best practices for measurable success.
• Hümi represents the human side of healthcare, where operational excellence meets a people-first philosophy.

Equal Opportunity

• ENT and Allergy Associates is an equal opportunity employer.
• We celebrate diversity and are committed to creating an inclusive environment for all employees.