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Trillium Health NY Office Manager in Rochester, New York

Title: Office Manager

Division: Clinic

Department: Clinic

FLSA Status: Exempt

Reports To: Sr. Director, Practice Administration

Direct Reports: PSR (Patient Service Representative);

Nursing/Clinical staff (MOA/LPN/RN); Surgical Scheduler

Purpose: Under the direction of the Sr. Director Practice Administration and the Chief Medical Officer, and in collaboration with members of the health care team, the Office Manager is responsible for managing the day to day operations and workflow of a busy patient-focused clinical operation with efficiency and precision. The Office Manager supervises the office staff (except for medical providers) which include PSR, MOA, LPN, RN, and Surgical Scheduler for 2 Medical practices (Pediatrics and Gynecological services).

Key Job Responsibility Areas

  • Managerial

  • Reception

  • Supervisory

  • Miscellaneous

    Detail of Key Job Responsibility Areas

    1 . Managerial

  • Responsible for developing intra-office training protocols, streamlining administrative procedures, and task delegation.

  • Manage employee schedules and troubleshoot scheduling conflicts as they arise.

  • Improve/maintain employee and client retention through active communication and problem solving.

  • Develop implementation strategies and tactics to achieve departmental and organizational goals.

  • Facilitate the design and development of departmental systems, policies and procedures.

  • Monitor departmental and employee performance in relation to established goals, objectives and expectations.

  • Interpret the practices policies and procedures to employees, patients, family members, government agencies, etc. as necessary.

  • Report in written, oral reports, and recommendations to the Practice Administrator concerning the operations of the clinic.

  • Participate in professional development activities and maintains professional affiliations.

  • Attend required meetings and participates in committees as requested.

  • Meet with practice providers to review any staffing/workflow concerns.

  • Ensure patient care needs are met and resolve patient care crisis problems.

  • Create and maintain an atmosphere of warmth, personal interest, and position emphasis as well as a confidential environment throughout the practice.

    1. Reception
  • Maintain policies and procedures preparing for daily schedule of patients, scheduling appointments, managing the referral process, relaying updated information to billing, and collaborating with other teams.

  • Ensure appropriate scheduling and coordination of imaging, referrals, and other supplemental medical activities.

  • Responsible for the development and maintenance of the provider’s templates, provider schedules including PTO, and on- call schedules.

    1. Supervisory
  • Direct and supervise the day to day functions with the assigned staff to ensure efficient interdepartmental flow within the clinic and accomplishment of practice objectives.

  • Responsible for supervision of staff identified above based on job descriptions and responsibilities.

  • Carry out supervisory responsibilities in accordance with the agency’s policies and applicable laws.

  • Responsibilities include interviewing; training; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems, developing and empowering and requiring accountability of team members to consistently demonstrate One Trillium behaviors.

    1. Miscellaneous
  • Requires the ability and commitment to respect and support inclusiveness and diversity including but not limited to individuals of different backgrounds, cultures, races, ages, sexual orientations, gender identities or expressions, experiences, opinions, etc.

  • Requires individual demonstration of commitment to the One Trillium behaviors and business impacts and modeling them in the organization.

  • Responsible for maintaining confidentiality of all patient, client, employee, protected and proprietary information.

  • Employees are accountable for meeting the performance standards of their departments and must participate as requested in compliance audits, process improvement and quality improvement plans.

  • Other duties as assigned.


    Associate’s Degree plus three to five years’ experience or college degree plus two years’ experience strongly preferred. Will consider a high school diploma or GED and a minimum of five or more years of solid equivalent experience. Previous experience working as an Office Manager in a medical setting required. Knowledge of Electronic medical records and knowledge about the principles and practices of healthcare planning and management preferred. Ability to manage fiscal and human resources necessary.


    Problem Solving




    Time Management

    Positive Influence

    Process Improvement/Efficiency



    Ability to Multitask and be multifaceted

    Physical Requirements

    While performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear. Occasionally the employee must stoop, bend and lift or move up to 25 lbs. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

    In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.