Medical Office Manager- Fort Lewis College

Position Summary 

The Medical Office Manager oversees the office operations and provides clinical support for the  

Student Health Center (SHC). They work in conjunction with the SHC Director to ensure that processes for staffing levels, and the training and supervision of the Medical Office Assistant and student assistant staff are in place.  

Minimum Qualifications 

• Education: Completion of an Associate’s Degree or Bachelor’s Degree with a health or business emphasis, or minimum of 1-year Medical Office experience equivalent   

• Specialized knowledge: Current Medical Office Experience; Experience in College Health; Use of electronic scheduling system; Knowledge of medical record management, Knowledge of accounts receivable/payable functions   
• Skills: Customer Service; Proficiency with MS Office Suite & Excel; Excellent written and oral communication skills; Ability to problem solve and coordinate projects   
• Abilities: Proven experience working efficiently and multi-tasking in a fast-paced office; show attention to detail; work with minimal supervision  
• Personal Characteristics: team-oriented, dedicated, personable, empathetic, patient, systems-oriented  
• A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities  

Major Responsibilities 

• Plans, organizes, and manages the day-to-day integrated administrative/clinical activities of the Student Health Center.  
• Develops and implements business strategies, policies, protocols and systems that improve practice productivity, efficiency and customer service and that support the enhancement of revenue generation.  
• Serves as a member of the office's management team, participates in decision-making related to clinic operations, and implements and enforces operating policies, procedures, and standards.  
• Acts as liaison between student, family, provider, and staff, including oversight of patient safety and patient satisfaction processes and resolution of patient complaints.  

• Oversees resource utilization, provider scheduling, patient flow, and clinical productivity.  
• Coordinates clinic orientation and clinical learning experience for staff and students.  
• In conjunction with the SHC Director, develops and manages clinic procedures to ensure compliance and quality control in all aspects of SHC operations according to required certification standards by continually monitoring operations, documentation, programs, and physical property; and initiating changes when needed.  
• In conjunction with the SHC Director, develop and implement business strategies and proposals for SHC program growth.  
• Develops plans and makes recommendations relative to clinic operations such as organizational structure, space and layout, equipment use, work-flow, and staffing.  

• Manages the Immunization Compliance Program, including processing incoming immunization records, interfacing IT and SHC to create an efficient program, and provides Immunization Compliance data to the Colorado Department of Health and Environment as requested.  
• Responsible for the hiring, training, and supervision of the Medical Office Assistant (MOA,) with SHC Director approval.  
• Works directly with the SHC Director to enter data, generate usage and budget reports, and independently prepare purchase orders and invoices for consultants and service providers.  
• Show leadership in coordination of resources and staff.  
• Oversee Assessment for the SHC, which includes developing a plan, analyzing results, implementing program modifications, and sharing results with the Student Affairs Division at the Annual Assessment Workshop.  

• Monitor the SHC facility to ensure it remains safe, secure, and well-managed.  
• Oversees maintenance and operations of SHC facility and equipment; manage work orders with Information Technology and Physical Plant Services as needed.  
• Communicates and collaborate with the SHC Director at regularly scheduled meetings to discuss administrative, functional, and organizational issues.  

General Office Duties:  

• Exercise excellence in customer service using knowledge of principles and processes, customer needs assessment, quality standards, and superior verbal and written communication.  
• Communicate with student-customers, family members and campus and at-large community by phone, fax, email, and letters.  
• General office management to include: generating forms, ordering supplies, and running errands. Collect payments, charge student accounts, perform billing services, submit daily accounting to cashier, and reconcile expenditures.  
• Schedule medical appointments using scheduling software to coordinate patients with staff, taking office staff responsibilities and schedules into account.  
• Interview patients/triage to obtain pertinent medical information re: reason for visit to appropriately schedule.  

• Obtain and record demographic information & verify student eligibility for SHC services using the campus database Banner system.  
• Utilize all Microsoft Office operating systems correctly to facilitate office functions.  
• Assists the staff with the correct coding for itemized receipts, diagnostic imaging orders, and pre-authorization forms.  
• Prepare/maintain/file medical records and maintain confidentiality of health information according to FERPA guidelines and HIPPA standards.  
• Demonstrate knowledge of state and federal rules and regulations required of health care facilities and utilize these standards of practice.  

• Update SHC webpage and bulletin boards.  
• Participate as a team member within the SHC, as a liaison to the Counseling Center, Division of Student Affairs, and the campus community to align with the college mission of putting students at the center.  
• Ability to receive and respond to feedback in a constructive manner.  
• Demonstrates a commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities  
• Maintains knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 508.  

• Produces and remediates digitally accessible materials in accordance with FLC standards.  
• Perform other duties as assigned  

Work Conditions 

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Moderate noise (i.e. business office with computers, phone, and printers, light traffic).  

• Ability to work in a confined area.  
• Ability to sit at a computer terminal for an extended period-of-time.  
• Ability to work in a fast-paced environment.  
• Ability to work in a health clinic during a pandemic with the use of daily Personal Protective Equipment (PPE).  

Compensation  

This is a part-time (.875 FTE) position that is paid $19.23 per hour plus a comprehensive benefits package.  

Typical Work Hours: 

August-April: Monday to Friday 8 am to 5 pm     

May:  Three days per week  (days may vary each week), 8 am to 5 pm  

June & July:  Two days per week (days may vary each week), 8 am to 5 pm  

Application Process 
A complete application packet includes: 

• Cover letter addressing interest and qualifications for the position 

• Include details regarding how your personal and professional experiences allow you to encourage a learning environment grounded in equity and inclusion.  “How do you envision contributing to Fort Lewis College’s commitment to equity and inclusion?” 

• Resume 

• Names and contact information for three current, professional references 

Submit materials as one PDF file via email to: 

MedicalOfficeManager@fortlewis.edu 

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Application materials received by March 7, 2021, will receive full consideration. 

The position will remain open until filled. 

The successful candidate will be required to submit original, official college transcripts,  

and pass a background check. 

The College and the Community  

Fort Lewis College, a public institution located in Durango, Colorado, offers degree programs in arts, business, education, health fields, humanities, social and natural sciences, and teacher education. Our inspiring mountain campus is located atop a scenic mesa overlooking historic Durango and situated between the San Juan Mountains and the desert Southwest. We are committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 3,300 students come from 48 states, 17 countries, with 36% Native American and Alaska Native backgrounds, and 11% Hispanic backgrounds. Durango is a thriving multicultural community of 18,500 set along the beautiful Animas River Valley. Averaging 300 sunny days per year, the community is known for its outdoor lifestyle and friendly, festive atmosphere. Durango is also the cultural and economic hub of the Four Corners region, rich in dining, shopping, and entertainment, and linked with airline service to hubs in Denver, Phoenix, and Dallas. 

Equal Opportunity   

Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex*, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment.  

To file a report, get resources, read policies, or make an appointment, See www.fortlewis.edu/CARE.  

Questions about Title IX sex discrimination?  

Office of the Title 9 Coordinator  

Molly Wieser  

230 Skyhawk Station  

1000 Rim Drive  

Durango, Colorado 81301  

(970) 247-7241 wieser_m@fortlewis.edu  

Other discrimination questions?   

Office of the Equal Opportunity Coordinator  

David Pirrone  

192 Education Business Hall  

1000 Rim Drive  

Durango, Colorado 81301  

(970) 247-7182 djpirrone@fortlewis.edu  

Information about Fort Lewis College’s alcohol and drug policy, sexual assault policy, campus security policies, campus crime statistics, fire safety procedures and fire statistics, and campus/community resources can be found in the Annual Security and Fire Safety Report. Hard copies are available upon request. 

  * Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibit discrimination on the basis of sex, including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Fort Lewis College may be directed to FLC's Title IX Coordinator and/or to the Assistant Secretary for Civil Rights of the Department of Education.  

ADAA Accommodations  

Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Kristin Polens by phone 970-247-7459 or email kpolens@fortlewis.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.