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This training guide will help you understand the daily duties of an office manager. It will cover key responsibilities that must be done to ensure your office is running efficiently and is following Compassionate Certification Centers (CCC) policies and procedures. Senior administration is always available for assistance if it is needed. Office Manager Outline As an office manager you have specific duties and responsibilities that must be fulfilled daily to help ensure your offices is running efficiently. You will be looked at as your offices go-to person for problem solving, and general questions. Daily DutiesCollecting and logging Payments (at the end of each night the collection sheet needs to be balanced and emailed to Justin; Justin@Deposits to the bank are made every Monday, deposit slips are them email to Justin.Appointment Status reports should be checked nightly to ensure all no shows have been removed from the schedule and each appointment reflects the appropriate status. Actively and properly communicate all pertinent changes to the staff as soon as they become available. Ensure the office is clean and well kept. Assists with treatment ordered by physician as supervised by physician or registered nurse. Performs select clinical duties.?Interviews patients, records information on patients' charts. Prepares treatment rooms for consults of patients.Performs basic clerical duties including answering phones, maintaining records, and filing.Performs basic material management function to include ordering and stocking of supplies. Assists with maintaining a clean and orderly environment (office managers)?Provides coverage for office administrative staff as needed, such as calling for medical records, checking the day or week prior the schedule in the CPM systemCommunicates all scheduling requests and logs in and out of ADP prior to and after a work shiftWorks with the center staff to coordinate patient flow and to assure that operations are working smoothly. Pulls records off the CPM live.Adhere to the SOP in place for cash management (Office managers)?Updates the CPM for no shows, and monitors patients that may not be submitted by the physician as an over-siteUploads the PDMP records prior to the start of the shift if possible?Consults with patients about current or prior cannabis use, records notes,?Inventory at the office : stocks education materials, promo materials and communicates to graphic design, when the office needs items ordered 2 weeks prior to being out of items. This should be done in coordination with the office manager and in lieu of one the site managerReceives and gives referrals to patients to come to a centerAccurately and thoroughly enters data. Always documents no shows/ cancelations/add-ons. Enters all demographics properly and accurately.Maintains a cleanly appearance, a clean uniform provided by CCC, hair is kept back or neatly shaven. Appearance is always importantLogs into the company portal and routinely follows up on changes in the market, on the PA DOH site and our company trainingReport any issues to HR or a company owner, and no speaking about other employees to other employees to maintain the highest level of professionalism.?Follows directions and takes pride in CCC and the work at handTreats patients and co-workers with dignity, kindness and respectCollection Logs and Petty Cash Collection Sheets are done DailyAll sections of the collection log must be filled out completely.Each Sheet has its own individual date.There should never be more than $200 in petty cash At the end of each day you will include your petty cash total.If petty cash is needed take what you need out of the amount collected for the day; then put a note on the log so it will add up at the end of the day. If you are having an issue with your log or need any further assistance in this process please Contact Justin. (A Copy of this collection Log can be found in the Company Portal; Corporate Outline) Deposits:Are to be done every MondayEach day Money is collected it goes on it’s on log and will get it’s own deposit slipEXAMPLE May 22, 23, and 24 would each have their own deposit separate from one another, they would not be totaled and included on the same slipThe date Must be included at the top of the slipYour initials must be at the top Must include the office location. If a patient has prepaid for their appointment it needs to be included on the money log as well, it would then be logged as credit1981200251396500544830021367750058039002571750 ................
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